BY-LAWS OF THE PEORIA Pigs – RUGBY FOOTBALL CLUB
De Minimis Non Curat Lex
1. NAME:
The name of this organization shall be the “Peoria Rugby Football Club,” or “Peoria RFC.” It may also be referred to by its nickname, “The Piggies” or “The Pigs”.
2. PURPOSE:
The purpose of the Peoria Rugby Football Club is to promote the competitive amateur sport of rugby at both adult and youth levels; to develop players for local, national, and international play; to develop referees for local officiating; and to promote physical fitness, sportsmanship, and brotherhood in a family-friendly environment.
3. MEMBERSHIP:
A. ACTIVE MEMBERS: Active members are those members who are properly enrolled in USA Rugby through the USA Rugby Club and Individual Participation Program (CIPP) and pay all required national, regional, local area union fees on top of club dues as set forth (Paragraph 4A), and actively engage in the practice and play of rugby.
B. SOCIAL MEMBERS: Social members are those members who pay the required social membership fee.
C. Any active or social member may be removed from the Peoria RFC if they have embarrassed or otherwise harmed the club in a grave manner. A member may be expelled by unanimous vote of the Executive Council.
4. DUES:
A. Dues shall be collected in full before the beginning of each of the Fall and Spring seasons. Dues will be set by the executive committee prior to each season. Dues for rookies shall be half those of veteran players. If dues are not turned in before the first match of the season, a late fee may be assessed, regardless of whether the player is a veteran or rookie. A player may not dress for matches if the Club Treasurer states that he is not in good financial standing with the club.
B. Dues for social members shall be half those of active members. Social members have the right to be invited to all team meetings and activities. They may participate as full members of the club, except that they do not play in rugby matches. Any social member currently serving as a Club Executive shall pay the same dues and have the same voting rights as active veteran members.
C. The Peoria Rugby Football Club retains the right to reject the dues / membership of any potential member.
5. CLUB OFFICERS:
A. Four (4) officers are elected by the active members of the club: President, Vice-President, Treasurer, and Match Secretary. The officers are elected each year at the Annual General Meeting (AGM) by a majority vote of the team members present. Elected officers serve for a one (1) year term, and there is no limit to how many times they may be elected.
B. The Head Coach is chosen or appointed at will by the Executive Council. The Head Coach is considered a de facto officer of the club. The Head Coach serves at the pleasure of the Executive Council and may be dismissed by majority decision of the Council at any time.
C. No club member may hold more than one (1) of the four (4) officer positions at the same time.
D. Certain elected officers have the option of recruiting and appointing a delegate to help in specific duties. These delegates shall be considered club representatives, but not officers. The President may select a “Webmaster,” the Treasurer may select a “Merchant,” and the Match Secretary may select a “Field Boss.”
E. Officer election procedures:
i. A quorum of club members must be present to elect club officers.
ii. The presiding Club President will call the members to attention and announce the beginning of the officer elections.
iii. The Club President will then announce the first position available – Club President.
iv. The Club President will then ask for nominations. Active members can nominate themselves or another active member whom they feel is competent to do the job. No member may make more than one nomination per office. There is no limit to the number of nominations that can be made for any particular office. A nominee has the option of declining the nomination without explanation. After nominations are accepted, each nominee will be given a chance to tell the club members why he thinks that he can do the job.
v. The floor will then be opened for debate regarding the qualification of the nominees.
vi. The Club President will then conduct a team vote.
vii. The winner for each office will be decided by a simple majority of the votes cast. If no candidate receives an outright majority, the candidates with the top two vote totals will face a run-off vote.
viii. After tabulating the results, the winner is announced.
ix. The process will repeat in this manner until all of the elected officer positions are filled.
x. Newly elected officers assume their new roles on the next calendar day.
F. Duties of club officers:
i. PRESIDENT – the Club President is responsible for:
a. Representing the Peoria RFC in the local community and coordinating community service activities
b. Serving in the Peoria Rugby Foundation, sharing in the duties of the foundation’s officers
c .Maintaining strong club communications with other club officers and the entire Peoria RFC, especially via email and website maintenance – the Webmaster may assist in this duty
d. Keeping club members updated and informed of Executive Council business
e. Delegating and managing others to assist in performing special tasks
f. Chairing team meetings, including the Annual Meeting
ii. VICE-PRESIDENT – the Club Vice-President is responsible for:
a. Assisting the Club President in all aspects of club management.
b. Assuming the duties of the Club President in the event of his absence at team meetings
c. Keeping and maintaining all team equipment and uniforms – the Field Boss may assist in this duty
d. Preserving the club’s social customs (i.e. awarding of the “Man of the Match”, songs, etc.)
e. Assisting the Executive Council in post-game and social event planning
iii. TREASURER – the Club Treasurer is responsible for:
a. Handling of the club’s finances
b. Collecting dues from all active club members, and reporting all delinquent payments to the Executive Council and Coach
c. Preparing a detailed financial report to be presented to the general membership of the club at the Annual Meeting (a copy of this report will be made available to any club member who makes the request).
d. Providing the Executive Council with any other financial information requested throughout the year, including seeking the Executive Council’s approval for any expenses over $500
e. Accounting for all team equipment, gear, and supplies.
f. Keeping a current list of all social members & contact info
g. Preparing and Mailing any and all necessary tax records and documentation
h. Purchasing and Distributing Peoria RFC gear and apparel – the Merchant may assist in this duty
iv. MATCH SECRETARY – the Match Secretary is responsible for:
a. Creating the upcoming season’s match schedule, collaborating with the Executive Council to schedule special events (i.e. tournaments)
b. Contacting the opposing club’s match secretary each match to verify the match time and location, and informing the club of any changes
c. Obtaining confirmation with referees for home matches by the Tuesday before the match
d. Preparing a map and directions to the pitch for all road matches, and distributing it to the entire club
e. Maintaining the club roster to include accurate names, addresses, cell phone number, and e-mail addresses of current and past active members
f. Ensuring that the home field is prepared and ready for competition on game day – the Field Boss may assist in this duty
g. Recording minutes whenever a quorum is gathered, and making the minutes available to all active and social club members.
v. EXECUTIVES – as an Executive Council, the Executives are responsible for:
a. Appointing a Coach for the Team
b. Meeting on a quarterly basis with the Club President to provide long-range planning and development (recommended months – July, October, January, and April)
c. Overall management of the club, including: fund-raising, finding club sponsors, after-game social arrangements, recruiting efforts, discipline matters, budget and investments, special events, etc.
d. Establishing a personal presence within the club through regular attendance at matches, practices, and all other team activities
e. Fostering strong relationships with social members and past/retired players (a.k.a. “Old Boys”)
f. Representing the club at Local Area Union meetings and handling Union conflicts
g. Authorizing major changes as they see fit (i.e. Peoria RFC image, home field location, or LAU affiliation)
h. Maintaining possession of all documents, forms, team meeting minutes, tax records, and other paperwork necessary for the continued operation of the club
i. Recruiting replacement Club Executives
G. Impeachment of Club Officers
i. An officer may be subject to impeachment if he is found to have violated the team By-Laws, or done anything considered to be detrimental to the well being of the club.
ii. Any active club member may request that the Club President call a team meeting for the purpose of impeachment. The charged officer must given 48 hours notice of any such meeting.
iii. The club will have a team meeting, where a quorum must be met; to discuss the alleged infraction committed by the officer.
iv. If members vote to impeach, the officer will resign their position. The position will then be refilled through the appropriate election/selection process.
v. Although the Head Coach reports to the Executive Council, he is subject to impeachment guidelines.
6. Appointed Positions:
A. HEAD COACH – the Head Coach is responsible for:
i. Running all team practices and fitness training regimens
ii. Choosing the Peoria match sides and managing the team during matches
iii. Recruiting volunteer assistants (as needed) to aid in coaching duties
iv. The process of selecting a captain (with the consensus of the team)
B. CAPTAIN— The captain’s responsibilities include:
i. Prior to the first match of the Fall and Spring seasons, the Head Coach shall conduct a straw poll of the active players. Based on the players’ feedback, the Head Coach will name the Team Captain. The Team Captain helps the Head Coach select the match side.
ii. The Team Captain acts as the liaison between the team and the referee during match play. The Team Captain is the only player authorized to speak directly to the referee.
iii. If the Team Captain is unable to attend a match the Head Coach will choose an Alternate Captain for that match.
7. ROOKIES:
A. Rookies are defined as new players who have never been active members of the Peoria RFC before.
B. Rookies pay the rookie dues rate. Rookies are expected to help set up and clean up the pitch for all games and practices, as well as assist the Field Boss in any other duties he may have. If not enough rookies are available, the Field Boss may assign duties to veteran players as needed.
C. Rookies who are new to the game of rugby shall be considered rookies for a full season (both Fall and Spring)
D. Rookies who are transferring from another club and already know how to play rugby are only given rookie status during their first season with the Peoria RFC (either Fall or Spring)
8. MEETINGS:
A. Team Meetings will be scheduled by the Club President whenever he deems them necessary.
B. At least one Team Meeting must be held per year (and it is suggested that it be held in November or December) in order to elect club officers, review the club’s financial status, plan for the next season, review and amend By-Laws if necessary, and discuss any other club business. This mandated meeting is referred to as the “Annual General Meeting,” and a quorum is required. All active and social members must be invited.
C. The Order of Business for the Annual Meeting will be as follows:
1. The Club President will establish a quorum and call the meeting to order.
2. The Club President will present a President’s Report, summarizing the past year on and off the field.
3. The Club Treasurer will present the Financial Report.
4. The Club President will open the floor for discussion of any other club business.
5. The Club President will conduct the election process of the new officers. (Paragraph 6F) If the Club President is running for an elected position, the Club Vice-President will assume the duties of the Club President during the debate and voting for that position.
6. The Club President will call an end to the meeting.
9. QUORUM:
A. Normally the Club President calls for a quorum. At any time, any active member can request for the Club President to gather a quorum. If the Club President fails to provide a team meeting within a month of the request, then that member can plan his own team meeting to establish a quorum. The member must give 48 hours notice of the meeting time and location to all club officers and club members.
B. At least twelve (12) active members or 51% of active members in good standing (whichever is smaller) must be present at any team meeting in order to declare a quorum and conduct official team votes. When a quorum is declared, team votes on club matters supersede the authority of the club officers (including the Executive Council).
C.A quorum must be an open invitation to all current club members, both active and social.
D. Peoria RFC team meetings are deemed “official” solely by establishing a quorum. Whenever a quorum is declared, the Club Match Secretary should keep minutes and make them available to all club members.
10. VOTING:
A. The club officers can make most day-to-day club decisions. However, certain club decisions require a quorum and a team vote for approval. These include, but are not limited to: club officer election, selection, or impeachment; approval of expenditures over $2000; and changes to these By-Laws.
B. The voting process will be run by the Club President, or in his absence, the Club Vice-President. Voting will be conducted by written ballot, unless there is unanimous consent of the club members present to vote by show of hands instead.
C.A simple majority within a quorum usually decides team votes. Votes that require a two-thirds (2/3) majority include impeachment of an officer (Paragraph 6I) and amendments to these By-Laws.
11. AMENDMENTS:
Amendments to these By-Laws must be proposed within a quorum. The meeting minutes will then be presented at the next official team meeting, where the proposed amendments may be ratified into effect by a vote.
12. RATIFICATION:
A. These By-Laws replace and supersede any other By-Laws that may or may not already exist for the Peoria Rugby Football Club.
B. The undersigned officers of the Peoria Rugby Football Club certify that these By-Laws were ratified by a two-thirds (2/3) vote of a quorum of Peoria Rugby Football Club active members at the Annual Meeting conducted on November 9th, 2013.
Greg Jetton Russ Snyder Bailey Ferkel Ben Yerly
President Vice-President Treasurer Match Secretary
BY-LAWS OF THE PEORIA BOOTLEGGERS – RUGBY FOOTBALL CLUB
De Minimis Non Curat Lex
- NAME
The name of this organization shall be the “Peoria Women’s Rugby” or “PWR.” It may also be referred to by its nickname, “The Bootleggers,” “Bootleggers” or “Peoria Women,” or “Peoria Women’s Rugby Club.”
- PURPOSE
Peoria Women’s Rugby is a charitable not for profit organization chartered for the purpose of advancing the competitive amateur sport of rugby. PWR’s mission is to promote the competitive amateur sport of rugby at both adult and youth levels particular for those who identify as female, women and girls, but not limited to those identities; to develop players for local, national, and international play; to develop referees for local officiating; and to promote physical fitness, well-being, fair rugby play, and rugby community in an inclusive environment.
- MEMBERSHIP
- ACTIVE MEMBERS. Active members are those members who are properly enrolled in USA Rugby through the USA Rugby Club and Individual Participation Program (CIPP) and pay all required national, regional, local area union fees in addition to Peoria Women’s Rugby dues as set forth (Paragraph 4A), and actively engage in the practice and/or play of rugby.
- SOCIAL MEMBERS. Social members are those members who pay the required social membership fee, but do not actively participate in practice and/or play of rugby and are not eligible to participate as players of rugby teams fielded by Peoria Women’s Rugby.
- TERMINATION OF MEMBERSHIP. Any active or social member may be removed from the Peoria Women’s Rugby Club if they have embarrassed or otherwise harmed the club in a grave manner. A member may be expelled by unanimous vote of the Executive Board.
- REINSTATEMENT. Upon written request signed by the former Member and filed with the team Executive Board may, by a Majority Vote, reinstate such former Member to Membership upon terms the Executive Board deems appropriate.
- DUES:
- ACTIVE MEMBERS. Active Member dues shall be collected in full before the beginning of each of the Fall and Spring seasons, unless the Active Member has agreed to and determined a payment plan with the Club Treasurer. Dues will be set by the Executive Board prior to each season. Dues for rookies and students shall be half those of veteran players (see Rookie and Student definitions Paragraph 7) If dues are not turned in before the first match of the season, or according to a predetermined payment plan, a late fee may be assessed, regardless of whether the player is a veteran or rookie. A player may not dress for matches if the Club Treasurer states that they are not in good financial standing with the club.
- Social Member. Dues for social members shall be half those of active members. Social members have the right to be invited to all team meetings and activities. They may participate as full members of the club, except that they do not play in rugby matches. If, and only if, a social member chooses to participate in practice, the social member MUST be properly enrolled in USA Rugby through the USA Rugby Club and Individual Participation Program (CIPP). Any social member currently serving on the Executive Board shall pay the same dues and have the same voting rights as active veteran members.
- Summer Dues: Dues for summer season players shall be set by the summer season Match Secretary who may or may not be the same Match Secretary as the Executive Board Match Secretary. Dues are set in relation to the cost to participate in summer rugby play and practice. Summer dues shall be collected in full prior to the first summer game or tournament, unless the summer player has agreed to and determined a payment plan with the summer Match Secretary and team Treasurer. If dues are not turned in before the first match of the season, or according to a predetermined payment plan, a late fee may be assessed. A player may not dress for matches if the Club Treasurer states that they are not in good financial standing with the club.
- Peoria Women’s Rugby retains the right to reject the dues/membership of any potential member.
- CLUB OFFICERS:
- Five (5) officers are elected by the active members of the club: President, Vice-President, Treasurer, Match Secretary, and Media & Marketing Manager. The officers are elected each year at the Annual General Meeting (AGM) by a majority vote of the team members present. Elected officers serve for a one (1) year term, and there is no limit to how many times they may be elected.
- The Head Coach is chosen or appointed at will by the Executive Board. The Head Coach is considered a de facto officer of the club. The Head Coach serves at the pleasure of the Executive Board and may be dismissed by majority decision of the Board at any time.
- No club member may hold more than one (1) of the four (4) officer positions at the same time.
- Certain elected officers have the option of recruiting and appointing a delegate to help in specific duties. These delegates shall be considered club representatives, but not officers. The President may select a “Recruiting Chair,” the Vice President may select a “Social Chair,” the Treasurer may select a “Fundraising Chair,” and the Match Secretary may select a “Field Boss.”
- Officer election procedures:
- A quorum of club members must be present to elect club officers.
- The presiding Club President will call the members to attention and announce the beginning of the officer elections.
iii. The Club President will then announce the first position available – Club President.
- The Club President will then ask for nominations. Active members can nominate themselves or another active member whom they feel is competent to do the job. No member may make more than one nomination per office. There is no limit to the number of nominations that can be made for any particular office. A nominee has the option of declining the nomination without explanation. After nominations are accepted, each nominee will be given a chance to tell the club members why they are capable of performing the duties of President.
- The floor will then be opened for debate regarding the qualification of the nominees.
- The Club President will then conduct a team vote.
vii. The winner for each office will be decided by a simple majority of the votes cast. If no candidate receives an outright majority, the candidates with the top two vote totals will face a run-off vote.
viii. After tabulating the results, the winner is announced.
- The process will repeat in this manner until all of the elected officer positions are filled.
- Newly elected officers assume their new roles on the next calendar day.
- Duties of club officers:
- President: The Team President is crucial to the successful operation of a team. The President is responsible for off-field management of the team in every aspect.
President Primary Duties:
- Ensuring and maintaining strong communication between all members of the club executive board, committee chair members and the team as a whole. When appropriate, keep club members updated and informed of Executive Board and Foundation business.
- Arranging Executive Board meetings at regular intervals to ensure Board Members have direction and are aware of any team news or business.
- Representing the Peoria Women’s Rugby Club in the local community and coordinating community service activities.
- Serving as Team representative to the Peoria Rugby Foundation and Local Area Union (CARFU see definition in paragraph 7C), sharing in the duties of the foundation’s officers.
- Ensuring compliance with USA Rugby /CARFU rules & regulations, encompassing both team compliance and player CIPP compliance.
- Delegating and managing others to assist in performing special tasks.
- Monitoring email account.
- Maintaining direct communication with the Men’s Club President.
- Assisting Match Secretary when needed.
- Assisting Club Treasure in ensuring players have paid team dues, both active and social players.
- Performing additional responsibilities as they arise, particularly those not assigned to other Executive Board positions.
- Chair team meetings, including the Annual Meeting.
- Approving all purchases.
- Making day to day decisions for the team, when necessary obtain opinions of the Executive Board with or without a formal vote.
- The President may appoint a Recruiting Chair or will coordinate with the Vice President to assume and/or delegate all duties of the Recruiting Chair (see paragraph 7D).
- The President is to work with all Executive Board members to appoint and approve all Committee Chairs (see paragraph 7D).
- VICE PRESIDENT: Club Vice President is responsible for assisting the Club President in all aspects of club management and is to assume the duties of the Club President in the event of their absence at team meetings, foundation meetings, or any additional community events.
Vice President Additional Duties
- Preserving the club’s social customs (i.e. awarding of the “Player of the Match”, songs,
etc.).
- The Vice President may appoint a Social Chair or assume and/or delegate and manage the duties of Social Chair (see paragraph 7D).
- Assisting the Executive Board in post-game and social event planning.
- Designing, Purchasing and Distributing team uniforms, apparel, gear, and promotional material. Designs must be approved by the Executive board, and should be approved by majority vote of active players.
- Maintaining direct communication with the Men’s Club Vice President.
- Assisting the President in making day to day decisions for the team. When necessary, obtain opinions of the Executive Board with or without a formal vote.
- Assisting the Match Secretary in assuming and/or delegating the duties of the Field Boss if no Field Boss is appointed. The Vice President is directly responsible for keeping and maintaining all team equipment and uniforms – the Field Boss may assist in this duty.
- Assisting the President in assuming and/or delegating the duties of the Recruiting Chair if no Recruiting Chair is appointed.
- Assisting Media and Marketing Manager in maintaining social media platforms unless the Media and Marketing Manager appoints a Social Media Chair.
iii. TREASURER: Club Treasurer is responsible for the handling of the club’s finances.
Treasure Duties
- Collecting dues from all active and social club members
- Reporting all delinquent payments to the Executive Board and Coach
- Preparing a detailed financial report to be presented to the general membership of the club at the Annual Meeting (a copy of this report will be made available to any club member who makes the request).
- Providing the Executive Board with any other financial information requested throughout the year.
- Provide the President with available funds so the President may approve all purchases.
- Accounting for all team equipment, gear, and supplies.
- Keeping a current list of all social members & contact info.
- Preparing and mailing any and all necessary tax records and documentation.
- The Treasurer may appoint a Fundraising chair or will assume and/or delegate all duties of the Fundraising Chair (see paragraph 7D).
- MATCH SECRETARY: The Match Secretary is responsible for organizing all matches including competitive, friendly, and tournament matches. The team relies on you to ensure the matches provide the right standard of rugby and reflect the needs of the club.
Match Secretary Duties:
- Creating the upcoming season’s match schedule, collaborating with the Executive Board and Men’s Team Match Secretary to determine the number of games and to schedule special events (i.e. tournaments). Note: CARFU sets a fall competitive schedule and the President is the team representative to CARFU.
- Coordinating and maintaining direct communication with Men’s Match Secretary to align home and away matches as much as possible to conserve resources and to promote and grow the Peoria Rugby Culture.
- Contacting and responding to the opposing club’s match secretary to verify the match location, kickoff time. If needed, communicating number of players to determine style of game (i.e. 15’s, 10’s, 7’s) and informing the opposing Match Secretary and the Peoria Women’s Club of any changes.
- Obtaining referee(s) and athletic trainer(s) for home matches and providing both the referee(s) and athletic trainer(s) with kick-off time, directions to the pitch, special information for the referee such as jersey colors etc. Obtaining confirmation with referee(s) and athletic trainer(s) for home matches by the Tuesday before the match.
- Providing the club with location, directions, and other necessary information (i.e. bathroom locations and social details in no club Social Chair is available) to pitch for all away matches.
- Arranging travel details such as carpooling for away matches and hotel reservations/lodging/camping information for tournaments.
- Coordinating entry fee payments with the club Treasurer.
- Obtain the other team’s Social Chair contact information and provide that information to our own Social Chair (or Vice President if no Social Chair) for after-match plans, and make sure the other team has information about the social (time, place, theme, etc.)
- Maintaining the club roster to include accurate names, addresses, cell phone number, and e-mail addresses of current and past active members
- Ensuring that the home field is prepared and ready for competition on game day – the Field Boss may assist in this duty
- Ensuring the team is checked-in for all matches and tournaments and the team is aware of match times and field locations (particularly important for tournaments).
- Monitoring team email account.
- The Match Secretary may appoint a Field Boss or will coordinate with the Vice President to assume and/or delegate all duties of the Field Boss (see paragraph 7D)
Summer 7’s Match Secretary
The Match Secretary for the summer season may or may not be the same person as the Executive Board Match Secretary. The Summer Match Secretary does not have voting power unless they are an elected member of the Executive Board.
- Coordinate with the Men’s Summer Match Secretary to attend summer 7’s tournament together, when possible.
- Coordinate with Club President and treasurer to obtain summer dues. Summer dues must cover all associated summer tournament fees and travel costs.
- Arranging travel details such as carpooling for away matches and hotel reservations/lodging/camping information for tournaments, coordinating with the men’ summer team when attending the same tournaments.
- Ensuring the team is checked-in for all matches/tournaments and the team is aware of match times and field locations.
- Providing the club with pitch/tournament location, directions, and other necessary information (i.e. bathroom locations and social details)
- MEDIA & MARKETING MANAGER: The Media & Marketing Manager is responsible for planning, implementing, managing, and monitoring the team’s interactions with the public.
Media & Marketing Manager Duties:
- Contacting local media platforms and other outlets (i.e newspaper, radio, tv, etc.) to promote Peoria Women’s Rugby fundraising events and home matches.
- Responding to and coordinating any media requests.
- Monitoring all team social media platforms and email account and responding to inquiries.
- Creating and posting content on all team social media platforms.
- Creating marketing material for fundraising, recruiting and other team events.
- Organizing and ensuring proper outreach for fundraising, recruiting and other team events.
- Recording minutes whenever a quorum is gathered, and making the minutes available to all active and social club members.
- The Media & Marketing Manager may appoint a Media Chair or will assume and/or delegate all duties of the Fundraising Chair (see paragraph 7D)
- EXECUTIVES – as an Executive Board, the Executives are responsible for:
- Appointing a Coach for the Team
- Meeting on a quarterly basis with the Club President to provide long-range planning and development (recommended months – July, October, January, and April)
- Overall management of the club, including: fundraising, finding club sponsors, after-game social arrangements, recruiting efforts, discipline matters, budget and investments, special events, etc.
- Establishing a personal presence within the club through regular attendance at matches, practices, and all other team activities
- Fostering strong relationships with social members, past/retired players (a.k.a. “Old Boys” and “Old Gals), the Peoria Rugby Foundation and the Peoria Rugby Football Club (a.k.a Men’s team, Peoria Piggies)
- Representing the club at CARFU meetings and handling Union conflicts
- Authorizing major changes as they see fit (i.e. Peoria RFC image, home field location, or CARFU affiliation)
- Maintaining possession of all documents, forms, team meeting minutes, tax records, and other paperwork necessary for the continued operation of the club
- Recruiting replacement Club Executives
- Impeachment of Club Officers
- An officer may be subject to impeachment if they are found to have violated the team By-Laws, or done anything considered to be detrimental to the well-being of the club.
- Any active club member may request that the Club President call a team meeting for the purpose of impeachment. The charged officer must give 48 hours’ notice of any such meeting.
iii. The club will have a team meeting, where a quorum must be met; to discuss the alleged infraction committed by the officer.
- If members vote to impeach, the officer will resign their position. The position will then be refilled through the appropriate election/selection process.
- Although the Head Coach reports to the Executive Board, they are subject to impeachment guidelines.
- Appointed Positions:
- HEAD COACH – the Head Coach is responsible for:
- Running all team practices and fitness training regimens
- Choosing the Peoria match sides and managing the team during matches
iii. Recruiting volunteer assistants (as needed) to aid in coaching duties
- The process of selecting a captain (with the consensus of the team)
- CAPTAIN(s)— Prior to the first match of the Fall and Spring seasons, the Head Coach shall conduct a poll of the active players. Based on the players’ feedback, the Head Coach will name the Team Captain(s). The Head Coach may choose to select more than one Captain. (i.e Backs/Pack Captains, Practice/Match Captains, ect.)
Team Captains are responsible for on the field game and player management. A Captain must inspire confidence in their players, evaluate and direct game plan, make tactical decisions, and communicate effectively with the team. In the event there are more than one Captain named, only ONE Captain is permitted to speak with a referee during match play or match stoppage; referred to hereafter as the “Speaking Captain.”
- Speaking Captain Duties
- The Speaking Captain acts as the liaison between the team and the referee during match play and stoppage. The Speaking Captain is the only player authorized to speak directly to the referee. If the Speaking Captain is unable to attend a match the Head Coach will choose an Alternate Speaking Captain for that match.
- Talking to the opposing team’s captain and the referee about any relevant match information (how long the match will last, doing the “coin toss” to decide which team will kick and which will receive, etc.)
- Making decisions about penalties, etc. during a match. Discussing general strategy with the team before a match and bringing up points of improvement/revision during breaks in the game.
- Team Captain(s) Duties
- Assisting the Head Coach select match starting players
- Assisting the Head Coach in running practice when necessary and demonstrating concepts to the team.
- Leading and directing the team/players during matches.
- Leading Peoria Women’s Rugby by example insofar as qualities like respect (for the other team, for our leaders and coach, for the referee, for our teammates), effort, and attention at practice, etc.
- Encouraging team members and being openly available for questions from teammates and rookie players about the game of rugby.
- COMMITTEE CHAIRS- Committee Chairs may be appointed by the Executive Board Member responsible for overseeing, delegating, and/or undertaking the responsibilities and duties of the Chair. Any active or social member of Peoria Women’s Rugby may be appointed or volunteer for a Committee chair, or the responsibilities and duties may be allocated to more than one active or social member of Peoria Women’s Rugby.
- Recruiting Chair. The Recruiting Chair is responsible for organizing and implementing efforts to obtain additional rugby players and motivating the team to participate in the recruitment events.
Recruiting Chair Duties:
- Orchestrating at least one in person recruiting event prior to each season, ideally more events throughout the year.
- Coordinating with Media Chair to implement multiple social media recruiting campaigns
- Coordinate with Media and Marketing Manager to promote rugby and recruit players through various media channels.
- Acting as initial contact to all new recruits, following up with those interested in playing rugby, and maintaining positive communication with new players
- Social Chair. The Social Chair is responsible for fostering rugby culture. The social aspect of rugby is what makes the sport stand out. Inclusivity, respect, and community draws people to the game, and encourages long-term participation. The Social Chair organizes and oversees Socials after home matches for the opposing team, Peoria Women’s rugby club, and the greater Peoria rugby community, as well as plans and coordinates non-game related social events.
Social Chair Duties:
- Finding a suitable venue for after game Social
- Organizing or ordering food and beverage.
- Communicating with the other team’s social chair (or other representative) prior to game day to determine approximate number of persons attending, and particular dietary needs, and to provide them time and location of social as well as parking information.
- SINGING: know the songs, sing the songs, teach the songs
- Coordinating with the men’s team social chair (or other representative) for shared Socials and other events.
- Communicating with the club Treasurer on social budgeting and financing, all purchases must be approved by the club President and Treasurer.
- Communicate with leadership and executive board for Kangaroo Court and end of season awards.
- Coordinating with the Fundraiser Chair to assist in organizing fundraising events.
- Fundraising Chair. The Fundraising Chair is responsible for securing donations and grants to the Peoria Women’s Rugby Team and partnering with the Peoria Rugby Foundation and/or the Peoria Rugby Football Club on fundraising efforts.
Fundraising Chair Duties:
- Innovating and implementing means to increase the team’s overall operating budget.
- Organizing and overseeing fundraising events and other efforts.
- Maintaining a list of sponsors and soliciting donations.
- Researching grants and other funding opportunities.
- Applying for grants and ensuring all protocols of received grants are met.
- Communicating with team members about fundraising initiatives and events.
- Directing team members to implement fundraising events.
- Coordinating with Treasure in receiving and depositing funds
- All purchases must be approved by the President and Treasurer.
- Ensuring all donors and grant providers are properly thanked via a hand written thank card and if applicable, a media release (social media and/or other outlet).
- Coordinating with the Media and Marketing Manager to show support to all donors and sponsors through social media.
- Providing the Vice President with sponsor logos for printing of promotional material and team apparel.
- Field Boss. The Field Boss is responsible for preparing the pitch, facilities, equipment and uniforms for home matches as well as coordinating with the President and/or The Peoria Rugby Foundation to maintain the pitch and facilities throughout the year.
Field Boss Responsibilities:
- Lining the pitch at least 2 days prior to home competitions.
- Ensuring the restroom is clean and stocked with toilet paper and hand sanitizer.
- Flagging the pitch on the day of home competitions.
- Affixing goal post pads.
- Placing out lined trash cans.
- Obtaining a game ball.
- Preparing jerseys on game day and washing jerseys after games.
- Ensuing the pitch and facilities are clean after home competitions.
- Maintaining clean facilities through the Spring, Summer and Fall Seasons.
- Ensuring the club has the inventory and equipment necessary to maintain the pitch and facilities.
- Media Chair. The Media Chair is responsible for assisting the Media & Marketing Manager, particularly with maintaining the team’s social media accounts.
Media Chair Responsibilities as directed by Media & Marketing Manager:
- Creating Facebook Events for home matches, fundraising and other team events.
- Creating posts to market and promote team events on Team’s social media accounts.
- Using the Team’s social media profile, interact with followers, supporters, sponsors, clubs, and local profiles to maintain community presence on social media.
- Coordinate with the Media & Marketing Manager to define posting schedule
- Coordinate with the Media & Marketing Manager to respond to inquiries through social media channels.
- DEFINITIONS:
- Rookies
- Rookies are defined as a player who has never been a member of the Peoria Women’s Rugby club before, even those who have played rugby before and are transferring from another team.
- Rookies may pay the rookie dues rate that are half that of veteran active players.
iii. Rookies who are new to the game of rugby shall be considered rookies for one full season (both Fall and Spring)
- Rookies are only given rookie status during their first season with Peoria Women’s Rugby (either Fall or Spring).
- Students
- Students are defined as persons ages 18-22 who are currently enrolled at least part-time in a college or trade school.
- Students may pay the student dues rate that are half that of veteran active players.
iii. Any student who practices with the Peoria Women’s Rugby team MUST be properly enroll CIPPed with either Peoria Women’s Rugby or their college team.
- CARFU
- The Chicago Area Rugby Football Union (CARFU) is the Local Area Union (LAU) for rugby union teams in the Chicago metropolitan area.
- CARFU is part of the Midwest Rugby Football Union (MRFU), which is also the governing body for the Illinois, Indiana, Iowa, Michigan, Minnesota, Ohio, and Wisconsin LAU’s. All local and territorial unions are part of USA Rugby
- MEETINGS:
- Team Meetings will be scheduled by the Club President whenever deemed necessary.
- At least one Team meeting must be held per year (and it is suggested that it be held in November or December) in order to elect club officers, review the club’s financial status, plan for the next season, review and amend By-Laws if necessary, and discuss any other club business. This mandated meeting is referred to as the “Annual General Meeting,” and a quorum is required. All active and social members must be invited.
- The Order of Business for the Annual Meeting will be as follows:
- The Club President will establish a quorum and call the meeting to order.
- The Club President will present a President’s Report, summarizing the past year on and off the field.
- The Club Treasurer will present the Financial Report.
- The Club President will open the floor for discussion of any other club business.
- The Club President will conduct the election process of the new officers. (Paragraph 6F) If the Club President is running for an elected position, the Club Vice-President will assume the duties of the Club President during the debate and voting for that position.
- The Club President will call an end to the meeting.
- QUORUM:
- Normally the Club President calls for a quorum. At any time, any active member can request for the Club President to gather a quorum. If the Club President fails to provide a team meeting within a month of the request, then that member can plan their own team meeting to establish a quorum. The member must give 48 hours’ notice of the meeting time and location to all club officers and club members.
- At least twelve (12) active members or 51% of active members in good standing (whichever is smaller) must be present at any team meeting in order to declare a quorum and conduct official team votes. When a quorum is declared, team votes on club matters supersede the authority of the club officers (including the Executive Board).
- A quorum must be an open invitation to all current club members, both active and social.
- Peoria Women’s Rugby team meetings are deemed “official” solely by establishing a quorum. Whenever a quorum is declared, the Media and Marketing Manager should keep minutes and make them available to all club members.
- VOTING:
- The club officers can make most day-to-day club decisions. However, certain club decisions require a quorum and a team vote for approval. These include, but are not limited to: club officer election, selection, or impeachment; approval of expenditures over $2000; and changes to these By-Laws.
- The voting process will be run by the Club President, or in their absence, the Club Vice-President. Voting will be conducted by written ballot, unless there is unanimous consent of the club members present to vote by show of hands instead.
- A simple majority within a quorum usually decides team votes. Votes that require a two-thirds (2/3) majority include impeachment of an officer and amendments to these By-Laws.
- AMENDMENTS:
Amendments to these By-Laws must be proposed within a quorum. The meeting minutes will then be presented at the next official team meeting, where the proposed amendments may be ratified into effect by a vote.
- RATIFICATION:
- These By-Laws replace and supersede any other By-Laws that may or may not already exist for Peoria Women’s Rugby.
- The undersigned officers of Peoria Women’s Rugby certify that these By-Laws were ratified by a two-thirds (2/3) vote of a quorum of Peoria Women’s Rugby active members at a team meeting conducted on June 24, 2023.