Constitution and Bylaws of the Illinois Collegiate Women's Rugby Conference

 

CONFERENCE CONSTITUTION

I.

 

Name and Constitution:

A.

 

 

 

 

 

 

 

 

 

 

 

The name of this organization is and will be called the 'Illinois Collegiate Women's Rugby Conference', which may be referred to as the 'ICWRC' in some other external documents.  The organization has not been formed for making of any profit, or personal financial gain, other than to promote the Illinois Collegiate Women's Rugby Conference and its members therein.  The assets and income of the organization shall not be distributable to, or benefit the Trustees, Directors, and/or Officers unless a vote of the membership majority is given for a 'special' circumstance.  The assets and income shall only be used to promote the organization purposes as described below and in the Bylaws.  Nothing contained herein, however, shall be deemed to prohibit the payment of reasonable compensation to employees (if the organization ever has an employee or employees), and independent contractors (if any independent contractor or contractors were ever signed on) for services provided for the benefit of the organization.  This organization shall not carry on any other activities not permitted to be carried on by an organization exempt from federal income tax.  The organization shall not endorse, contribute to, work for, or otherwise support, or oppose, a candidate for public office.  The organization is organized exclusively for the purpose subsequent to Section 501(c) of the Internal Revenue Code.

B.

 

The membership of the Conference shall consist of the following:

 

 

1.

 

Full Members comprising of Collegiate Women’s Clubs conforming to the Conference Bylaws and the Laws of the Game.

 

 

 

2.

 

 

Ex-Officio members comprising of Members of the Committee of the Conference (throughout these Bylaws referred to as "the Committee") during their terms of Office.

 

C.

 

The Objects and Purposes of the Conference shall be:

 

 

 

1.

 

 

To foster national and international amateur Collegiate Women's Sports competition, and to promote and practice the principles of good sportsmanship, fellowship, hospitality, camaraderie, and a high standard of amateur athletic participation in the sport of Rugby.

 

 

2.

 

The promotion, encouragement, and extension of Collegiate Women’s Rugby.

 

 

3.

 

 

To arrange Trial matches, Representative All Star Teams, International matches, and/or other Rugby matches and Tours in the interest of Rugby.

 

 

4.

 

To assist Full Members in playing the game of Rugby.

 

D.

 

Finances of the Conference:

 

 

 

1.

 

 

 

The Conference's income shall be obtained from the subscriptions of Full Members, other subscriptions, interests on mortgage and investments and securities.  Gate monies and ticket receipts in respect to trial, representative, international, and other matches arranged by the Conference.

 

 

 

2.

 

 

 

Any net profit, after payment of all proper and relevant outgoings and expenses, derived from the matches referred to in the immediately preceding sub-clause shall be used exclusively for the Conference's charitable objects and purposes as defined in Section B.

 

 

 

3.

 

 

Subject and without prejudice to the immediately preceding sub-clause, the Conference's net income shall be used for the whole or any one or more of the Conference's charitable objects and purposes as defined in Section 2.

 

 

 

4.

 

 

 

 

At the start-up of the organization, and continuing until the Conference is able to obtain non-profit status, the Conference anticipates the cooperation of all its member Clubs to pay any dues established by a majority vote of its member.  The coordination of finances is not intended to be subordination to the supervision of the Conference, but instead is intended to be a partnership to encourage and enhance the development of Collegiate Women’s Rugby.

 

E.

 

Dissolution of the Conference:

 

 

 

 

On the winding down and dissolution of this unincorporated organization, which can only be done by a resolution adopted by an affirmative note of not less that 90 percent of the 'Full Members' present and eligible to vote at an Annual General Meeting, after paying or adequately providing for the debts, obligations, and liabilities of the organization, the remaining assets of this organization shall be distributed to such organizations organized and operated exclusively for fostering national and international amateur sports competition.  That can only be done if no part of the Conference's activities involved the provision of athletic facilities and/or equipment, which has established its tax exempt status under Section 501(c)(3) of the Internal Revenue Code of 1954, or corresponding section of any future United States Internal Revenue law.

 

CONFERENCE BYLAWS

I.

 

Membership:

A.

 

 

 

Any Collegiate Women's Rugby Club who is a member of the Illinois Collegiate Women's Division I Conference shall be granted automatic membership status to the Conference.  The Club can choose when to exercise that option.  Any Club which desires membership in the Conference must first be in complete membership with USA Rugby.

 

 

1.

 

Each application for membership shall be transmitted through the Conference Officers.

 

 

2.

 

Initial membership will consist of recognized Club organizations in 'good standing' and sponsored organizations:

B.

 

 

 

Any application for membership by a Club or group of Clubs situated outside the original geographical/historical confines of the established Conference shall be sent directly to the Governing Committee, with such information as to its status and fixtures as the Committee may require.

C.

 

 

 

The Governing Committee shall consist of the Designated Representative of each Club at the Annual General Meeting (AGM). The Governing Committee will approve or deny the application on a one school, two vote policy.  Admission into the Conference will require a supermajority, i.e., greater than 75% of the Clubs in the Conference.

D.

 

 

 

Each Club shall be furnished annually with a copy of the Conference Bylaws, Policies and Procedures, and the Laws of the Game.  Each Club will be bound thereby, and any other member of the Conference within Bylaw A shall be similarly bound thereby whether or not supplied with a copy.

 

E.

 

The annual dues (subscription) and the deadline for payment for the current fiscal year shall be amended and/or approved at the AGM.

 

F.

 

A Member Club shall be subject to suspension or termination of its privileges, as the Governing Committee may determine, if:

 

 

1.

 

It has not paid its dues/subscription by the 1st of April; or

 

 

2.

 

It does not maintain a fixture list to the satisfaction of the Governing Committee; or

 

 

3.

 

 

It does not conform with any reasonable directive by the Governing Committee as to its standards of play, administration, and general behavior.

 

 

4.

 

Is not in 'good standing'.

II.

 

Officers:

 

A.

 

The Officers of the Conference shall be:

 

 

 

1.

 

A Commissioner, an Administrative Assistant, a Treasurer, Competition Chairperson, and a Disciplinarian:

 

 

 

   

a.

 

 

The Disciplinary Chair will recues herself/himself if her/his Club is involved in any incident before the Disciplinary Committee.  A replacement will be named by agreement of the Conference Officers to serve on an ‘as needed basis’.

 

 

2.

 

The Officers will be elected by a majority vote of the Club Representatives:

 

 

 

   

a.

 

 

If any of the positions should fall vacant between the AGM and the 30th day of April next ensuing, such vacancy shall be filled at a Special General Meeting.

 

B.

 

Duties and Powers of the Conference Officers:

 

 

1.

 

The Conference Representatives shall constitute the Conference Committee and shall have the following responsibilities:

 

 

 

   

a.

 

Represent the Conference in its relations with all other organizations and persons;

 

 

 

   

b.

 

Convene and preside over all meetings of the Conference and the Executive Committee.

 

 

 

   

c.

 

 

 

 

Establish such procedures and make such decisions as they deem necessary for the development and progress of this Conference and the sport of Rugby in the Conference, provided that such procedures and decisions shall not abridge the privileges of any member, nor conflict with these Bylaws, Policies and Procedures, and any other decision of the Conference as a whole.

 

 

 

   

d.

 

 

Select one member to be a signatory on all bank accounts to be authorized to expend up to the sum of $50.00 on her/his own authority on any single event or transaction, without a vote of the Conference or the Executive Committee.

 

 

 

   

e.

 

 

Appoint such Committees as are necessary to carry out the decisions of the membership of the Conference; and to study and make recommendations to the Conference on Tournaments, matters of Policy and Procedure, and other matters.

 

 

 

   

f.

 

 

Prepare the Master Schedule of matches for the ensuing season, and give copies of said schedule to the Referees Society, and any other Conference whose Clubs and members are involved by the Fall General Meeting.

 

 

 

   

g.

 

 

 

Elect a Disciplinarian, who shall be disqualified when either a witness or participant in the incident involved; prepare a written report for submission to the Conference of the incident, together with a recommendation for such adoption as the Committee recommends. Have the Disciplinary Chair select two other Conference members to the Discipline Committee.

 

 

 

   

h.

 

Carry on the official correspondence of this Conference.

 

 

 

   

i.

 

 

Notify all members of meetings within 45 days of said meeting; notify all affected persons, members and parties of decisions of this Conference.

 

 

 

   

j.

 

Prepare and circulate a Conference Mailing List containing the names, addresses.

 

 

 

   

k.

 

 

Preserve all records, reports, correspondence and documents of said Conference.  In addition, the Committee shall designate one member to keep a historical/archives of the Conference.

 

 

 

   

l.

 

Submit a brief written Financial Report at the AGM of the Conference and a proposed budget for the ensuing fiscal year.

III.

 

Executive Committee:

 

 

 

NOTE:  Herein any mention of the 'Conference Committee' shall refer to the Conference Officers unless otherwise specified.

NOTE:  'Immediate' in the some paragraphs below means the last different individual that served the Conference as an Officer.

 

A.

 

The Conference Committee shall in particular have the following powers:

 

 

 

1.

 

 

 

To appoint Subcommittees to deal with any affairs of the Conference, with such powers as the Committee may determine.  The Chair of any Subcommittee shall be entitled to exercise a second or casting vote.  The quorum necessary for the transaction of business by any Subcommittees shall be one-third of its appointed members, or as the Committee may determine.

 

 

2.

 

 

 

To authorize or refuse the formation of Leagues, or a combination of Clubs, both within the Conference.  Clubs desirous of forming a League, or a combination of Clubs, both within the Conference, shall submit their proposal, in detail, and any subsequent alteration or additions to the Committee, which may, at its absolute discretion, do the following:

 

 

 

   

a.

 

Approve a proposal;

 

 

 

   

b.

 

Forbid the formation or continuance of any League or combination of Clubs, within the Conference;

 

 

 

   

c.

 

Expel or suspend any Club contravening the Conference Bylaws;

 

 

 

   

d.

 

 

 

Expel or suspend any Club, which plays a match, with a Club that has been expelled or suspended under the Conference Bylaws, or with any Club that has been formed out of the nucleus of any expelled or suspended Club.  That rule also applies to any Club that is not in compliance with USA Rugby.

 

 

 

   

e.

 

 

 

 

Expel from the membership of the Conference, or inflict other appropriate action on any Club Player, Official, or Member of a Club, or an Ex-Officio, Honorary or Honorary Associate Member of the Conference, for an infringement of any Bylaw, Law of the Game, or for any conduct which, in the opinion of the Committee, is prejudicial to the interests of the Conference, or of the Game.

 

 

 

   

f.

 

Authorize, deny, and/or regulate a Tournament.

 

 

 

   

g.

 

 

Vary the regulation for deciding the Conference Competition and the qualifications rendering a player eligible to take part in any Conference match.

 

 

 

   

h.

 

 

Hold a Committee Meeting to assist in the running of the Conference.  These meetings shall be held between the AGM, the Fall General Meeting (FGM), and Special General Meetings.

B.

 

 

The Conference Committee shall have control of the funds and property of the Conference, after a formal accounting of the previous year's expenditures has been reviewed and a proposed budget for the ensuing year has been approved at the AGM.

 

C.

 

The Conference Committee meetings may be held by a conference call or in person.

IV.

 

Conference Constituent Bodies:

A.

 

 

 

The Conference Constituent Bodies are there to facilitate administration of the Bylaws, the Constitution, its Policies and Procedures, and to secure the representation of Clubs on the Committee, i.e., each Club will be entitled annually to vote on election of a Representative to the Committee.

 

B.

 

Any additional voting representation shall be approved by the General Membership.

V.

 

Annual General Meetings, Fall General Meetings, and Special Meetings:

A.

 

 

The AGM shall be held within the Conference Geographical Area, and any meeting other than the AGM and/or the FGM shall be designated as a 'Special Meeting'.

B.

 

 

A Quorum shall be established each year at the AGM.  It shall be 67% of the member Clubs that are in good standing.  This quorum shall be established at the start of the AGM prior to any voting matters.

 

C.

 

No Bylaw Rule shall be altered, rescinded, or added without a majority vote recorded at the AGM.

 

D.

 

Each AGM shall be held for transaction of the following business:

 

 

1.

 

To consider and approve (with or without amendment) the minutes of the previous meeting;

 

 

2.

 

 

To receive the Accounts and Balance Sheet for the preceding financial year ended the 30th of April, and the Treasurer's Report thereon, and to make any suitable order in respect thereof.  To review and approve the proposed fiscal year budget;

 

 

3.

 

To elect the officers of the Conference for the ensuing year;

 

 

4.

 

To consider and accept or reject any amendment or alteration in:

 

 

 

   

a.

 

The Laws of the Game; and/or

 

 

 

   

b.

 

 

The Bylaws/Constitution/Policies and Procedures; which shall have been duly proposed, and of which due notice shall have been given.

 

 

5.

 

To consider any other business of which due notice shall have been given.

 

 

6.

 

 

After the completion of the Agenda, the Chair will be prepared to hear any relevant matter for the consideration of the Committee, but on which no voting in the meeting shall be allowed.

 

E.

 

Any Club shall have the right to make nominations for Conference Representatives.

 

 

1.

 

Any election shall be decided by a majority of votes recorded.

 

F.

 

At the Conference AGM and the FGM the Commissioner will be the Chairperson unless he/she can not attend.

 

 

1.

 

If the Commissioner can not attend then the Administrative Assistant will be the Chairperson.

 

 

2.

 

No AGM and/or FGM will be held if the Commissioner and/or the Administrative Assistant can not attend.

 

 

 

   

a.

 

A 'Special Meeting' will need to take place if an AGM and/or a FGM is not held.

G.

 

 

 

 

At any AGM, FGM, or Special Meeting, each Club shall be entitled to have two (2) votes if a Club has at least two Representatives via a Conference Call and/or in person.  Each voting Representative must be a Conference Member in 'good standing', or have a proxy properly appointed by the Club, to any General Meeting, and all such Representatives, together with the Officers of the Conference and voting members of the Committee, shall be allowed to vote.

H.

 

 

 

 

Notice of any proposed alteration in the Bylaws, Policies and Procedures, the Laws of the Game, or any other motion must be submitted duly signed on behalf of the proposing and seconding Club, and be given in writing to the Committee not later than 45 days before the AGM, and shall be disseminated to the member Clubs no later than 21 days before the AGM.  Notice of any amendment to such proposed alternation or motion must be in writing: e-mail, fax, or US Post is sufficient.

VI.

 

General Provisions:

A.

 

 

 

 

Any differences of opinion which may arise as to the meaning of any of these Bylaws, Constitution, and/or Policies and Procedures shall be decided by the Committee, unless it occurs at a General Meeting, when the decision shall be made by the Chair thereof.  Any such decision shall be recorded in the minutes, and shall be accepted as the true meaning of the Bylaws until otherwise interpreted at a meeting, with due notice having been given.

VII.

 

Competition Structure:

A.

 

 

The Fall Season schedule will be set by the Commissioner, and/or the Competition Chairperson if one is elected.  Any special requests must be presented in writing to the Commissioner by June 1st preceding the competitive season.

B.

 

 

The Competition Committee shall set the value of competition points each season prior to the commencement of competition.  The current competition points are set as follows:

 

 

 

   

 

Win = 4 Points  |  Draw = 2 Points  |  A Loss by fewer than seven (7) points = 1 Point

A Loss by more than seven (7) points = 0 Points  |  Four (4) or more Trys scored in a match = 1 Point

 

 

1.

 

The Club with the best winning record shall be the Champion of the Conference.

 

 

 

   

a.

 

In the event of a tie the Club that won their previous match (against each other) will be declared the winner.

 

 

 

   

b.

 

If that is not decisive, the Club scoring the most competition points shall be the Champion of the Conference.

 

 

 

   

c.

 

If that is not decisive, the Club with the best aggregate of scores for and against shall be deemed the winner.

 

 

 

   

d.

 

 

If still indecisive or in the event of unforeseen circumstances, Officers of the Conference may declare joint winners or make a decision it deems equitable.

 

 

2.

 

Any competition may be terminated at the discretion of the Competition Committee.

C.

 

 

All matches shall commence at the time agreed upon by the two Clubs competing.  Any variation to match times, and/or dates is subject to the approval of the opposition Club, the appointed Referee, and the Conference Competition Chairperson.

 

D.

 

Defaults:

 

 

1.

 

Any Club unable to keep its engagement, and thus defaulting, in any match must give notice to:

 

 

 

   

a.

 

 

The Commissioner, the Treasurer, the Competition Chairperson, the Referee, and the opposition Club and/or its Match Secretary by the Wednesday prior to the match.

 

 

 

   

b.

 

 

The maximum competition points (5) shall be awarded to the opposition Club, and the match will be listed as a win of 28 points to zero.

 

 

2.

 

 

The default shall be noted so that if the defaulting Club was the away Club, it will still be required to travel when they are next due to play the other Club involved.

 

 

3.

 

 

Any Club that defaults in Conference League play may be fined an amount set by the Committee to pay to the opposing Club, and/or Conference as a reimbursement for expenses incurred, and/or potential revenue forfeited.

 

 

4.

 

 

The minimum number of players a Club may field without defaulting, forfeiting the match, is twelve (12).  However, a Club turning up to play a match with insufficient players yet willing to play will not be subject to a fine noted above.

 

 

5.

 

At every match, the home Club shall provide two (2) match balls for the match.

 

 

6.

 

 

Any Club that defaults, forfeits, a match during the Conference season will not be allowed to advance to the playoffs, but will have the right to appeal on demonstrable extenuating circumstances.