THE CONSTITUTION AND RULES OF ROYHIL SEALS WATER POLO CLUB
THE CONSTITUTION AND RULES
1.The name of the Club shall be: "ROYHIL SEALS WATER POLO CLUB" (hereinafter referred to as the Club).
2.The Objective of the Club is to promote the sport of water polo in accordance with the Rules, Regulations and Laws of the International Federation of Amateur Swimming (FINA).
3.The general policy and administrative management of the Club shall be vested in a Board of Management (hereinafter referred to as the Board).
3.1.The membership of the Board shall consist of the following:
President
Vice President – Club Development
Vice President – Finance and Funding
Secretary
Treasurer
Assistant Secretary - Membership
Junior programme member representative
Senior programme member representative
Technical representative (nominated from among the coaching team)
Club Manager
Trustee(s) (without vote)
4.The Club Manager shall be vested with the day to day administration and management of the technical operations of the club and shall (subject to overall policy of the club) be solely responsible for the management of the coaching staff and technical programmes – inclusive of team selection, training and programme scheduling.
5.Each candidate for election as a member of the Board shall be proposed at the Annual General Meeting by one member and seconded by another.
6.Any Officer may call meetings of the Board, which shall be at least twice per quarter. Any seven (7) members of the Board, who are entitled to vote, shall constitute a quorum. If votes are equal, the Chairman of the meeting shall have a second or casting vote.
6.1.If a quorum is not achieved within half hour of the start of the meeting, it will continue with those present.Any decisions taken must be communicated in writing to the absent Board members who will indicate their agreement or disagreement with actions taken.Responses must be received within three days of having received the correspondence.A non response will be taken as an agreement to the decisions made.
7.The Board members shall manage the affairs of the Club in accordance with their interpretation of the rules. The roles of the Officers are defined hereunder:
7.1.The President: The President shall preside over meetings of the Board of Management and general membership; appoint with the concurrence of the Board of Management representatives to other groups, committees and organizations, as needed; form committees, as needed; direct and conduct business on behalf of the Club.
7.2.The Vice President – Development: The Vice President – Development is responsible for the strategic planning and development of the clubs long-term development plans and initiatives. The President of the Club may assign additional duties as agreed to by the Board of Management.
7.3.The Vice President – Finance and Funding: Shall be the primary lead in the planning and execution of the club’s fundraising programme. He/She shall also be responsible for the management of the club’s investment activities.
7.4.The Secretary: In addition to the preparation of the Annual Report and the convening of meetings the secretary shall be responsible for all correspondence of the Club. He/she shall also be responsible for the recording of minutes at meetings of the Board of Management and the General Meetings of the Club
7.5.The Asst. Secretary - Membership shall keep the register of members and associated fees, minutes of sub-committee meetings, performance records and statistics. He/she shall, in the absence of the Secretary, assume the functions of that position.
7.6.The Treasurer shall be responsible for keeping books of accounts and other records of the finances of the Club and shall use an account in a Bank approved by the Board of Management for deposit. The Treasurer and any other member of the Board shall be signatories to the said account. The Treasurer shall be responsible to the Board and to the members for the accounting of the club’s funds.
8.Any elected Board member missing more than three Meetings of Board of Management in a year may be expelled from the Board, subject to the following:
8.1.After the third such absence, the Secretary shall inform the Board in writing of any such person.
8.2.After the fourth absence, or in the event that a Board member resigns, the Board shall call a Special General Meeting, within fourteen (14) days, to fill any vacancies.
9.The Fiscal Year of the Club shall be July 01 to June 30. The Books and Accounts of the Club shall be audited and certified annually or at shorter periods determined by the Board. The Auditor shall be appointed by the Club’s Trustee/s subject to the approval of the fees related to such an audit
10.The Board shall have the power to expend the Club's funds only after minuted approval of expenditure and in accordance with the Constitution and Rules of the Club. The Manager may, however, be granted authority to purchase needed items not exceeding a figure, which may be determined by the Board from time to time, without prior approval. Such expenditure shall be minuted at the next Board meeting.
11.TRUSTEES
11.1.The Board shall nominate and appoint at least one, but no more than three persons to serve as trustees for the term of office.
11.2.All the real property and chattels real of the Club shall be vested in the Trustees duly appointed as foresaid.
11.3.The Trustees shall have the power under the directions of the Board to deal with or dispose of the real property and chattels real of the Club and to enter into appropriate contracts on their behalf, provided that all such directions of the Board shall be communicated to the Trustees in writing, signed by the President and at least one other member of the Board.
11.4.The Trustees shall duly obey the directions of the Board provided that all acts done by them in pursuance of any such directions shall be indemnified by the members of the Club.
MEMBERSHIP
14.The Club shall consist of the following classes of members:
a.Ordinary Member - Ordinary Membership is open to any person who has attained the age of eighteen (18) years and is interested in the objectives of the Club.
b.Honorary Life Members - An Honorary Life Member is such a person elected at a General Meeting on the recommendation of the Board for rendering outstanding services to the Club. An Honorary Life Member shall be exempted from all fees and subscriptions.
c.Junior Member - Any child or ward on an Ordinary Member under the age of eighteen (18) who, in the opinion of the Coach, is actively involved in the water polo program. On attaining the age of eighteen (18), a Junior Member shall be reclassified as an Ordinary Member.
15.All applications for membership must be made on the prescribed form. The application fee and membership fees shall accompany the application form. The application form must be approved by any two (2) members of the Board.
16.Every member shall be advised in writing of acceptance and shall be furnished with a copy of the Constitution and Rules of the Club. New members shall be entitled to all benefits and privileges of membership and shall be bound by the Constitution and Rules of the Club.
17.
a.The application and membership fees shall be as set by the Board from time to time.
b.The Board is entitled to waive membership fees for any member for a period of one year.
18.If a member fails to pay monies due to the Club for three (3) months after such monies have become due, notice of default shall be sent by the Secretary, and unless all such monies have been paid within a month after such notice, the member's name shall be removed from the Register of Members. These dues shall, nevertheless, remain outstanding to the Club. After such debts have been paid, membership may be restored on approval of the Board.
19.Any member may retire from membership by giving written notice to the Secretary. Such person is liable for any fees due, up to the date of retirement.
20.Every member shall notify the Secretary of any change of address or telephone contact. All notices required by these Rules are deemed to be sent or given, if sent to such address.
21.Members shall be liable for any of the Club's property that they may steal, damage, injure, lose or destroy and such amount due by the law of liquidation shall be assessed by the Board and charged to the offending member who may, in the discretion of the Board, be dealt with under Rule 23 here.
22.The Board shall have the power, after due enquiry, to suspend, for a period not exceeding twelve (12) months, any member who, in the opinion of the Board, has been guilty of misconduct injurious to the character or interest of the Club.
23.No member shall, by reason of being a member, have any transmissible or assignable interest whatsoever in the property of the Club, subject to such liabilities, shall belong to the current members for the time being.
24.Upon any member ceasing membership for any reason, all benefits of membership outlined here shall be revoked.
GENERAL MEETINGS
25.The Annual General Meeting shall be held not later than the last day of December each year and shall have the following agenda:
a.Confirmation of Minutes
b.Matters arising out of the Minutes
c.President's Report
d.Head Coach's Report
e.Treasurer's Report and adoption of the Audited Financial Statement
f.Election of Officers and the two member representatives for the new term
g.Amendments, modification, or amplifications to the Constitution and Rules, of which notice shall be given to the Secretary at least fourteen (14) days before the fixed date for the Annual General Meeting.
h.Other business, of which such notice shall have been given to the Secretary at least fourteen (14) days before the fixed date for the Annual General Meeting.
26.A Notice of the proposed date of the Annual General meeting shall be sent to all members and be duly advertised at least fourteen (14) days before that date.
27.In the event that the Board does not hold the Annual General Meeting on or before the required date stated in Rule 26, the membership of the Club reserves the right to collectively fix a date not less than fourteen (14) days after the required date. The Board will continue its duties until such date and shall still be responsible for items on the agenda of the Annual General Meeting.
28.Amendments, modifications or amplification of the Constitution and Rules shall require a seventy-five (75) percent majority vote by all members of the Club present at the Annual General Meeting.
29.
a.All Ordinary Members in good standing with the Club and Honorary Life members are entitled to vote at all General Meetings (Annual or Special).
b.The Secretary shall provide written notice to and/or post a visible notice to the Club, all Members who are in good standing with the Club at least fourteen (14) days before the fixed date for the General Meeting. Failure to provide such notice shall entitle all members to vote at the said General Meeting.