Rugbeian Society Constitution
The Rules of the Rugbeian Society
1. Name and composition of the Society
The Society shall be called “The Rugbeian Society” and shall be composed of present and former pupils of Rugby School “Rugbeians” and other members admitted under Rule 6.
2. The Object of the Society
The Society shall have as its object “The creation and maintenance of a bond of union between Rugbeians and the promotion of links between the School and its former pupils and other friends”. The Society shall assist and promote, including with funds, any project or undertaking that in the opinion of the Committee furthers this object.
3. The Committee
3.1 The Committee shall be responsible for the management of the Society and shall meet at least four times a year. The Committee shall consist of a President, a Vice-President, the Chairman of the Governing Body, the Head Master, a Secretary, a Treasurer and up to 12 other elected members. The elected members of the Society shall so far as is practicable be representative of each School generation.
3.2 The President shall be appointed by the Electoral College as provided in Rule 7 to serve for three years. At the end of this term the outgoing President shall serve for two years as Vice-President. At the end of the second year a new Vice-President shall be appointed by the Electoral College as provided in Rule 7 to serve for one year and, subject to provisions of Rule 7, shall accede to the position of President at the end of this period.
3.3 The Chairman of the Governing Body and the Head Master shall be members of the Committee ex-officio and each may appoint an alternate to attend and vote in his or her place.
3.4 The Secretary shall be appointed by the Committee for a term not exceeding five years and upon such terms as to remuneration or otherwise as the Committee may from time to time may from time to time determine. The Treasurer shall be appointed by the Committee for a period of three years and upon such other terms as to remuneration or otherwise as the Committee may from time to time determine. At the end of that period of three years, the Treasurer may offer himself or herself for re-election to serve for a second period of three years. However, after serving a maximum continuous period of six years, the Treasurer must retire from that role on the Committee [although he or she may subsequently offer himself or herself as an elected member of the Committee].
3.5 The elected members of the Committee shall be elected at an Annual General Meeting of the Society to serve for a period of three years. Any elected member of the Committee may offer himself or herself for re-election at the end of that first three year period to serve for a further period of three years. At the end of that second period of three years, any elected member of the Committee may once again offer himself or herself for re-election to serve for a third period of three years. At the end of that third period of three years, any elected member of the Committee may once again offer himself of herself for re-election to serve for a fourth period of three years. However, after serving a maximum continuous period of twelve years, an elected member of the Committee must retire from the Committee for a period of at least three years after which he or she would be eligible to stand for re-election once again. If at any time the number of elected members of the Committee is below 12, the Committee may fill any such vacancy by co-option until the next Annual General Meeting of the Society. Each elected member shall be eligible for re-election provided that no person who is over the age of 70 may be elected to the Committee. Nominations from members of the Society for election to the Committee must be received by the Secretary, the consent of the nominee having been obtained, not later than 21 days before the Annual General Meeting. Save as set out in Rule 3.4, no member of the Committee may receive remuneration except for the reimbursement of expenses properly and necessarily incurred in the performance of his or her duties.
3.6 The Committee shall ensure that proper books and accounts are maintained, that all monies received on behalf of the Society are placed in a separate bank account in the name of the Society, and that any monies to be properly disbursed on behalf of the Society from such bank account are sanctioned under a proper mandate.
3.7 The Committee among other things shall prepare an Annual Report on its activities and Financial Statements for receipt by the Society at the Annual General Meeting as set out in Rule 4; shall set the subscription for membership of the Society; shall form an Electoral College with the Council of Distinguished Rugbeians to appoint a President and a Vice-President as provided in Rule 7; and shall nominate members as specified in Rules 6(c) and 6(d).
3.8 The President or in his or her absence the Vice-President shall act as Chairman at all meetings of the Committee. In their absence the members present shall appoint one of their number as Chairman. One third of the members shall form a quorum.
3.9 Any or all of the Committee members, if so agreed at the meeting, shall be deemed to be present if in electronic communication. A written resolution which is signed by all members of the Committee shall be deemed to have been approved at a Committee meeting.
3.10 Minutes of Committee meetings shall be circulated to all members of the Committee by the Secretary and to all members of the Council of Distinguished Rugbeians.
4. General Meetings of the Society
4.1 The Committee shall convene an Annual General Meeting in each calendar year at such time and place as the Committee shall decide.
4.2 The Committee may in their discretion, and shall upon being requested in writing by not less than fifty members of the Society giving written notice to the Secretary, call a Special General Meeting.
4.3 The Annual General Meeting and any Special General Meeting shall be convened by the Secretary giving not less than 14 clear days notice in writing to all members whose current addresses are known to him or her, or by way of announcement in the Society’s newsletter (presently The Floreat). No meeting of the Society or resolution passed thereat shall be invalid by reason only of the omission of the Society to give notice thereof to any member of the Society.
4.4 Such notice shall specify the place, day and hour of the meeting, together with the agenda for the meeting and a copy of any resolutions to be proposed and voted on at the meeting, and in the case of the Annual General
Meeting shall include a copy of the Financial Statements and the Annual Report of the Committee for the past year.
4.5 Resolutions at General Meetings (except those proposed under Rule 10) shall be decided by a simple majority of those voting in person or by proxy. Proxy forms will be available from the Secretary, and to vote by proxy the
member shall return the proxy form, properly completed, and to be received by the Secretary not less than 48 hours before the meeting.
4.6 Only former pupils of the School and members elected under Rules 6(b), 6(c) and 6(d) may attend or vote at General Meetings except that the joint Heads of School, or their nominees, shall be entitled to attend the Annual
5. Accounting procedures
5.1 The Society’s annual accounting reference date shall be 5th April, or such other date as the Committee shall from time to time decide. The Treasurer shall prepare or cause to be prepared annual Financial Statements for the Society in accordance and consistent with generally accepted accounting principles.
5.2 At the Annual General Meeting the Society shall appoint an independent reporting accountant, appropriately qualified to act, with a view to him or her reporting on the annual Financial Statements as being in accordance with the books and records of the Society, and properly prepared in accordance with generally accepted accounting principles.
6. Membership of the Society
Membership of the Society shall, without classification, be open to:
(a) Pupils or former pupils of the School, dependent upon the payment in full of the set subscription prescribed by the Committee from time to time.
(b) Teaching and non-teaching staff having served the School for not less than seven years, or such other period as may be determined by the Committee, without payment of subscription.
(c) Former members of the School staff, nominated by the Committee, without payment of subscription.
(d) Persons nominated by the Committee for services to the Society or the School, without payment of subscription.
7. The Council and the Electoral College
7.1 There shall be a Council of Distinguished Rugbeians comprising former Presidents of the Society, former Chairmen of the Governing Body and such distinguished Rugbeians, not more than 50 in number, whom the Committee may elect, who, in its opinion, have brought or are bringing special distinction or recognition to the Society or the School.
7.2 The Council shall meet as often as may be necessary but not less frequently than once every 24 months.
7.3 The duties of the Council shall be to comprise an Electoral College with the Committee to appoint by a simple majority of those present and voting by a show of hands a President and Vice-President, both of whom are to be
proposed by the retiring or incumbent President, whenever either office is due to become vacant, and to help the Society in any other way at the request of the Committee.
7.4 The Chairman of the Council and the Electoral College shall be the immediate past President of the Society. The Secretary of the Society shall also be Secretary of the Council and the Electoral College.
7.5 Meetings of the Council and the Electoral College shall be convened by the giving of not less than 21 days notice in writing by the Chairman or the Secretary.
8. Associations recognised by the Society
Where an Association has been formed anywhere for the furtherance of the object of the Society, the Committee may authorise the use of the names Rugbeian or Old Rugbeian as part of the name of the Association provided that this right may be withdrawn at the absolute discretion of the Committee. Any Association thus authorised shall be required to send an annual report of its activities to the Secretary together with a copy of its annual financial statements.
9. Cesser of Committee Membership
A Committee member shall cease to be a member of the Committee if he or she sends the Secretary a letter of resignation; is absent for more than three consecutive meetings without the Committee’s consent and is removed by a resolution of the Committee; is convicted of an offence in a Crown or superior court and is removed by a resolution of the Committee; is the subject of a bankruptcy order; is removed by a resolution passed at an Annual General Meeting; or ceases to be a member of the Society.
10. Alterations of Rules
These rules shall continue in force until altered by a vote of two-thirds of the members voting at a General Meeting.