Club Constitution
1. Club identity.
a) The club will be called DAVENTRY RUGBY FOOTBALL CLUB (Hereinafter will be referred to as The Club) and may also be known as DRFC.
b) That the club shall play under the rules of the Rugby Football Union.
c) That the club shall be affiliated to the Rugby Football Union and Northampton and District Alliance.
d) That the home club colours shall be BLACK.
e) That the Club is a member of the Daventry and District Sports Club (herein after referred to as The Sports Club).
f) The headquarters of the Club shall be the Headquarters of the Sports Club.
g) The Club shall be bound by the constitution of the Sports Club and its members shall be bound by the byelaws of the Sports Club
2. Aims and Objectives
The aims and objectives of The Club will be:
• To offer coaching and competitive opportunities in Rugby Union and Touch Rugby
• To promote the club within the local community and Rugby Union and Touch Rugby
• To ensure a duty of care to all members of the club
• To provide all its services in a way that is fair to everyone.
3. Membership
a) Membership of the club is open to anyone interested in promoting, coaching, volunteering, or participating in Rugby Union and Touch Rugby, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs.
b) The membership shall consist of the following categories:
• Union Senior Member
• Union Academy Member
• Union Junior Member
• Union Mini Member
• Touch Senior Member
• Touch Academy Member
• Veterans Membership
• VP Membership
c) All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted.
d) All members must be registered and affiliated to The Club via the RFU Game Management System (GMS)
e) Members in each category will pay membership fees, as determined at the Annual General Meeting.
f) Individuals shall be eligible to take part in the business of The Club, vote at general meetings or be eligible for selection of any Club team only if the applicable subscription has been paid by the due date and/or membership has been agreed by the Executive Committee.
g) The Club Team Captains are duly appointed by Senior Coaching Team following successful application and interview.
h) Team Selection committee shall consist of the Senior Coaching Team
4. Sports Equity
(a) This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
(b) The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality, or social/economic status.
(c) The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment, and abuse.
(d) All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
(e) The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
5. Committee & Officers
(a) The affairs of The Club shall be conducted by the Executive Committee which shall consist of no less than the Chair, Treasurer, and Secretary who shall be confirmed in position at the Annual General Meeting.
(b) The Officers shall consist of the President, Chair of the committee, Vice Chair, Hon-Treasurer, Hon-Secretary, Hon-Match Secretary, Senior Rugby representative, Mini and Junior representative, Welfare & Safeguarding Officer, and Captains of each team.
(c) If the post of any Officer or Executive Committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
(d) The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
(e) The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.
(f) The committee meetings will be convened by the Secretary of the Club and be held no less than 10 times per year.
(g) Only elected Executive Committee Members will have the right to vote at committee meetings.
(h) That the management of the club shall be vested in the General Committee which shall consist of the officers and five other members, five to form a quorum.
(i) Any Honorary Life Members or Vice-Presidents may attend Committee meetings in a Non-Voting capacity.
(j) The quorum required for business to be agreed at Executive Committee meetings will be 40%
6. Finances
a) The Club treasurer will be responsible for the finances of the club.
b) The financial year of The Club will run from MAY and end on APRIL
c) All club monies will be banked in an account held in the name of The Club.
d) An audited statement of annual accounts will be presented by the treasurer at the Annual General Meeting.
e) BACS is used for payments with 1 other officer to approve along with the Treasurer.
f) All members of The Club shall be jointly and severally responsible for the financial liabilities of The Club.
g) If any member is in arrears with their subscriptions the Executive Committee have the power to disqualify them from membership.
h) Members who have not paid their subscriptions will be the last to be considered for team selection.
7. Annual General Meetings and Extraordinary General Meetings
(a) General Meetings are the means whereby the members of The Club exercise their democratic rights in conducting the Club’s affairs.
(b) The Club shall hold the Annual General Meeting (AGM) in the month JUNE to:
• Approve the minutes of the previous year’s AGM.
• Receive reports from the Chairman and Secretary.
• Receive a report from the Treasurer and approve the Annual Accounts.
• Elect the officers on the committee.
• Agree the membership fees for the following year.
• Consider any proposed changes to the Constitution.
• Deal with other relevant business.
(c) Notice of the AGM will be given by the club secretary with at least 14 days’ notice to be given to all members.
(d) Nominations for officers of the committee will be sent to the secretary prior to the AGM.
(f) All members with a paid subscription have the right to vote at the AGM.
(g) The quorum for AGMs will be 25% OF THE MEMBERSHIP.
(h) The Chairman of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.
(i) An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club. The committee shall also have the power to call an EGM by decision of a simple majority of the committee members.
(j) All procedures shall follow those outlined above for AGMs.
8. Amendments to the Constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
Proposed changes to the Constitution shall be sent to the secretary prior to the AGM, who shall circulate at least 7 days before an AGM.
9. Discipline and appeals.
a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
b) All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
c) The Disciplinary Committee (which consists of the Club Secretary, Disciplinary Secretary and Safeguarding Officer if children involved) will meet to hear complaints within 7 days of a complaint being lodged.
d) The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
e) There will be the right of appeal to the Disciplinary Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.
f) The Executive Committee shall have the power to expel any member from the Club whose conduct they shall deem to be contrary to the welfare and wellbeing of the Club, and without any reason.
10. Grievance Procedure
DRFC is committed to fostering an inclusive, respectful, and safe environment for all members. The grievance procedure provides a framework for addressing any issues or concerns raised by players, coaches, parents, volunteers, staff or members in a fair and timely manner.
This procedure applies to all members of Daventry RFC, including players, coaches, staff, volunteers, and parents. It covers grievances relating to:
• Bullying, harassment, or discrimination.
• Breaches of club policies or codes of conduct.
• Disputes between members or with the club.
• Any other matter impacting a member's involvement with the club.
10.2 Informal Resolution
Before initiating the formal grievance process, members are encouraged to resolve issues informally where possible. This may involve:
• Speaking directly with the person(s) involved to address the issue.
• Seeking advice or mediation from a coach, team manager, or club official.
10.3. Formal Grievance Procedure
Step 1: Submitting the Grievance
If informal resolution is not possible or appropriate, a formal grievance can be submitted in writing to the Club Chairperson, Vice Chairperson, Club Secretary or Club Safeguarding Officer.
The grievance should include:
• The details of the concern, including dates, times, and parties involved.
• Any actions taken to resolve the matter informally.
• Desired outcome or resolution.
Step 2: Acknowledgment and Investigation
• The grievance will be acknowledged in writing within 3 working days.
• An impartial investigation will be conducted, which may involve:
• Reviewing evidence (e.g., emails, messages, or witness statements).
• Speaking with involved parties.
• All parties will be treated with respect and confidentiality throughout the process.
Step 3: Resolution Meeting
• A meeting will be arranged within 7 working days of the grievance being acknowledged.
• The member raising the grievance may bring a companion (e.g a Member, Coach, or parent for younger members).
• The Club Chairperson, Vice Chairperson, Club Secretary or Club Safeguarding Officer will outline findings and propose a resolution.
Step 4: Outcome
• The outcome will be communicated in writing within 5 working days of the meeting.
• If the grievance is upheld, actions to address the issue will be outlined.
• If the grievance is not upheld, reasons will be provided.
10.4 Appeals Process
If the member is dissatisfied with the outcome, they may appeal in writing within 7 working days of receiving the decision.
• Appeals will be reviewed by a different panel of club officials.
• A final decision will be communicated within 14 working days of the appeal being lodged.
10.5 Confidentiality
All grievances will be handled with the utmost confidentiality. Information will only be shared on a need-to-know basis to facilitate a resolution.
10.6. Records
Records of grievances and resolutions will be kept securely for a minimum of 3 years in line with the club’s data protection policy.
10.7 Review and Amendment
This procedure will be reviewed annually by the Daventry RFC Executive Committee to ensure it remains fit for purpose.
11. Dissolution
A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.
In the event of dissolution, all debts should be cleared with any clubs’ funds.
Any remaining assets will be distributed to a likeminded organisation with similar aims and activities.
Declaration
Daventry Rugby Football Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
Name Position Sign Date
Anthony Baker Hon Chairperson 03/01/2025
Russell Ogden Hon Vice Chairperson 03/01/2025
Scott Wilkinson Hon Club Secretary 03/01/2025
1. Club identity.
a) The club will be called DAVENTRY RUGBY FOOTBALL CLUB (Hereinafter will be referred to as The Club) and may also be known as DRFC.
b) That the club shall play under the rules of the Rugby Football Union.
c) That the club shall be affiliated to the Rugby Football Union and Northampton and District Alliance.
d) That the home club colours shall be BLACK.
e) That the Club is a member of the Daventry and District Sports Club (herein after referred to as The Sports Club).
f) The headquarters of the Club shall be the Headquarters of the Sports Club.
g) The Club shall be bound by the constitution of the Sports Club and its members shall be bound by the byelaws of the Sports Club
2. Aims and Objectives
The aims and objectives of The Club will be:
• To offer coaching and competitive opportunities in Rugby Union and Touch Rugby
• To promote the club within the local community and Rugby Union and Touch Rugby
• To ensure a duty of care to all members of the club
• To provide all its services in a way that is fair to everyone.
3. Membership
a) Membership of the club is open to anyone interested in promoting, coaching, volunteering, or participating in Rugby Union and Touch Rugby, regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion, or other beliefs.
b) The membership shall consist of the following categories:
• Union Senior Member
• Union Academy Member
• Union Junior Member
• Union Mini Member
• Touch Senior Member
• Touch Academy Member
• Veterans Membership
• VP Membership
c) All members will be subject to the regulations of the constitution and by joining the club will be deemed to accept these regulations and codes of practice that the club has adopted.
d) All members must be registered and affiliated to The Club via the RFU Game Management System (GMS)
e) Members in each category will pay membership fees, as determined at the Annual General Meeting.
f) Individuals shall be eligible to take part in the business of The Club, vote at general meetings or be eligible for selection of any Club team only if the applicable subscription has been paid by the due date and/or membership has been agreed by the Executive Committee.
g) The Club Team Captains are duly appointed by Senior Coaching Team following successful application and interview.
h) Team Selection committee shall consist of the Senior Coaching Team
4. Sports Equity
(a) This Club is committed to ensuring that equity is incorporated across all aspects of its development. In doing so it acknowledges and adopts the following Sport England definition of sports equity:
Sports equity is about fairness in sport, equality of access, recognising inequalities and taking steps to address them. It is about changing the culture and structure of sport to ensure it becomes equally accessible to everyone in society.
(b) The Club respects the rights, dignity and worth of every person and will treat everyone equally within the context of their sport, regardless of age, ability, gender, race, ethnicity, religious belief, sexuality, or social/economic status.
(c) The Club is committed to everyone having the right to enjoy their sport in an environment free from threat of intimidation, harassment, and abuse.
(d) All club members have a responsibility to oppose discriminatory behaviour and promote equality of opportunity.
(e) The Club will deal with any incidence of discriminatory behaviour seriously, according to club disciplinary procedures.
5. Committee & Officers
(a) The affairs of The Club shall be conducted by the Executive Committee which shall consist of no less than the Chair, Treasurer, and Secretary who shall be confirmed in position at the Annual General Meeting.
(b) The Officers shall consist of the President, Chair of the committee, Vice Chair, Hon-Treasurer, Hon-Secretary, Hon-Match Secretary, Senior Rugby representative, Mini and Junior representative, Welfare & Safeguarding Officer, and Captains of each team.
(c) If the post of any Officer or Executive Committee member should fall vacant after such an election, the Executive Committee shall have the power to fill the vacancy until the succeeding Annual General Meeting.
(d) The Committee will be responsible for adopting new policy, codes of practice and rules that affect the organisation of the club.
(e) The Committee will have powers to appoint any advisers to the Committee as necessary to fulfil its business.
(f) The committee meetings will be convened by the Secretary of the Club and be held no less than 10 times per year.
(g) Only elected Executive Committee Members will have the right to vote at committee meetings.
(h) That the management of the club shall be vested in the General Committee which shall consist of the officers and five other members, five to form a quorum.
(i) Any Honorary Life Members or Vice-Presidents may attend Committee meetings in a Non-Voting capacity.
(j) The quorum required for business to be agreed at Executive Committee meetings will be 40%
6. Finances
a) The Club treasurer will be responsible for the finances of the club.
b) The financial year of The Club will run from MAY and end on APRIL
c) All club monies will be banked in an account held in the name of The Club.
d) An audited statement of annual accounts will be presented by the treasurer at the Annual General Meeting.
e) BACS is used for payments with 1 other officer to approve along with the Treasurer.
f) All members of The Club shall be jointly and severally responsible for the financial liabilities of The Club.
g) If any member is in arrears with their subscriptions the Executive Committee have the power to disqualify them from membership.
h) Members who have not paid their subscriptions will be the last to be considered for team selection.
7. Annual General Meetings and Extraordinary General Meetings
(a) General Meetings are the means whereby the members of The Club exercise their democratic rights in conducting the Club’s affairs.
(b) The Club shall hold the Annual General Meeting (AGM) in the month JUNE to:
• Approve the minutes of the previous year’s AGM.
• Receive reports from the Chairman and Secretary.
• Receive a report from the Treasurer and approve the Annual Accounts.
• Elect the officers on the committee.
• Agree the membership fees for the following year.
• Consider any proposed changes to the Constitution.
• Deal with other relevant business.
(c) Notice of the AGM will be given by the club secretary with at least 14 days’ notice to be given to all members.
(d) Nominations for officers of the committee will be sent to the secretary prior to the AGM.
(f) All members with a paid subscription have the right to vote at the AGM.
(g) The quorum for AGMs will be 25% OF THE MEMBERSHIP.
(h) The Chairman of the Club shall hold a deliberative as well as a casting vote at general and committee meetings.
(i) An Extraordinary General Meeting (EGM) shall be called by an application in writing to the Secretary supported by at least 10% of the members of the Club. The committee shall also have the power to call an EGM by decision of a simple majority of the committee members.
(j) All procedures shall follow those outlined above for AGMs.
8. Amendments to the Constitution
The constitution will only be changed through agreement by majority vote at an AGM or EGM.
Proposed changes to the Constitution shall be sent to the secretary prior to the AGM, who shall circulate at least 7 days before an AGM.
9. Discipline and appeals.
a) All concerns, allegations or reports of poor practice/abuse relating to the welfare of children and young people will be recorded and responded to swiftly and appropriately in accordance with the club’s child protection policy and procedures. The Club Welfare Officer is the lead contact for all members in the event of any child protection concerns.
b) All complaints regarding the behaviour of members should be presented and submitted in writing to the Secretary.
c) The Disciplinary Committee (which consists of the Club Secretary, Disciplinary Secretary and Safeguarding Officer if children involved) will meet to hear complaints within 7 days of a complaint being lodged.
d) The outcome of a disciplinary hearing should be notified in writing to the person who lodged the complaint and the member against whom the complaint was made within 7 days of the hearing.
e) There will be the right of appeal to the Disciplinary Committee following disciplinary action being announced. The committee should consider the appeal within 14 days of the Secretary receiving the appeal.
f) The Executive Committee shall have the power to expel any member from the Club whose conduct they shall deem to be contrary to the welfare and wellbeing of the Club, and without any reason.
10. Grievance Procedure
DRFC is committed to fostering an inclusive, respectful, and safe environment for all members. The grievance procedure provides a framework for addressing any issues or concerns raised by players, coaches, parents, volunteers, staff or members in a fair and timely manner.
This procedure applies to all members of Daventry RFC, including players, coaches, staff, volunteers, and parents. It covers grievances relating to:
• Bullying, harassment, or discrimination.
• Breaches of club policies or codes of conduct.
• Disputes between members or with the club.
• Any other matter impacting a member's involvement with the club.
10.2 Informal Resolution
Before initiating the formal grievance process, members are encouraged to resolve issues informally where possible. This may involve:
• Speaking directly with the person(s) involved to address the issue.
• Seeking advice or mediation from a coach, team manager, or club official.
10.3. Formal Grievance Procedure
Step 1: Submitting the Grievance
If informal resolution is not possible or appropriate, a formal grievance can be submitted in writing to the Club Chairperson, Vice Chairperson, Club Secretary or Club Safeguarding Officer.
The grievance should include:
• The details of the concern, including dates, times, and parties involved.
• Any actions taken to resolve the matter informally.
• Desired outcome or resolution.
Step 2: Acknowledgment and Investigation
• The grievance will be acknowledged in writing within 3 working days.
• An impartial investigation will be conducted, which may involve:
• Reviewing evidence (e.g., emails, messages, or witness statements).
• Speaking with involved parties.
• All parties will be treated with respect and confidentiality throughout the process.
Step 3: Resolution Meeting
• A meeting will be arranged within 7 working days of the grievance being acknowledged.
• The member raising the grievance may bring a companion (e.g a Member, Coach, or parent for younger members).
• The Club Chairperson, Vice Chairperson, Club Secretary or Club Safeguarding Officer will outline findings and propose a resolution.
Step 4: Outcome
• The outcome will be communicated in writing within 5 working days of the meeting.
• If the grievance is upheld, actions to address the issue will be outlined.
• If the grievance is not upheld, reasons will be provided.
10.4 Appeals Process
If the member is dissatisfied with the outcome, they may appeal in writing within 7 working days of receiving the decision.
• Appeals will be reviewed by a different panel of club officials.
• A final decision will be communicated within 14 working days of the appeal being lodged.
10.5 Confidentiality
All grievances will be handled with the utmost confidentiality. Information will only be shared on a need-to-know basis to facilitate a resolution.
10.6. Records
Records of grievances and resolutions will be kept securely for a minimum of 3 years in line with the club’s data protection policy.
10.7 Review and Amendment
This procedure will be reviewed annually by the Daventry RFC Executive Committee to ensure it remains fit for purpose.
11. Dissolution
A resolution to dissolve the club can only be passed at an AGM or EGM through a majority vote of the membership.
In the event of dissolution, all debts should be cleared with any clubs’ funds.
Any remaining assets will be distributed to a likeminded organisation with similar aims and activities.
Declaration
Daventry Rugby Football Club hereby adopts and accepts this constitution as a current operating guide regulating the actions of members.
Name Position Sign Date
Anthony Baker Hon Chairperson 03/01/2025
Russell Ogden Hon Vice Chairperson 03/01/2025
Scott Wilkinson Hon Club Secretary 03/01/2025
