Established: 02/02/2025
Article I – Name and Purpose
Section 1: Name
The name of the club shall be Hellbender Rugby Football Club (RFC), hereinafter referred to as “the Club.”
Section 2: Purpose
The Club is organized to:
1. Promote and develop the sport of rugby in Boone, North Carolina.
2. Provide opportunities for competitive and social rugby for all members.
3. Foster sportsmanship, teamwork, and community involvement.
4. Support the growth of rugby through youth outreach and local partnerships.
Article II – Membership
Section 1: Eligibility
Membership is open to any individual, 18 years of age or older, interested in playing, coaching, officiating, or supporting the Club.
Section 2: Types of Membership
1. Player Membership – Full playing rights, voting rights, and access to club events.
2. Social Membership – Non-playing members with voting rights and access to club events.
3. Honorary Membership – Awarded at the discretion of the Club’s leadership for distinguished service.
Section 3: Dues
1. Membership dues shall be set annually by the Executive Board.
2. Dues must be paid in full to be eligible to play or vote in Club decisions.
Section 4: Code of Conduct
All members must uphold the Club’s values of respect, integrity, and sportsmanship. Violations may result in disciplinary action.
Article III – Governance
Section 1: Executive Board
The Club shall be governed by an Executive Board, responsible for overseeing operations, making key decisions, and ensuring the long-term success of Hellbender RFC.
Executive Board Members and Responsibilities:
1. President
● Serves as the chief representative and spokesperson for the Club.
● Presides over all General and Executive Board meetings.
● Ensures that all decisions align with the Club’s mission and bylaws.
● Acts as the primary point of contact with external organizations (e.g., USA Rugby, local leagues, sponsors).
● Has the authority to call emergency meetings if necessary.
2. Vice President
● Assists the President in all duties and assumes their responsibilities in their absence.
● Oversees club operations, including event planning and logistics.
● Serves as a liaison between committees and the Executive Board.
● Helps with sponsorships, fundraising, and outreach initiatives.
3. Treasurer
● Manages all Club finances, including budgeting, dues collection, and expenses.
● Maintains transparent financial records and provides reports at meetings.
● Ensures the Club stays financially solvent and proposes financial strategies.
● Collects and deposits funds, pays necessary expenses, and keeps track of sponsorship contributions.
4. Secretary
● Keeps minutes for all General and Executive Board meetings.
● Manages Club communications, including emails, newsletters, and meeting notices.
● Maintains an up-to-date list of members and their contact information.
● Assists in organizing and documenting Club policies and procedures.
5. Club Captain
● Leads the team on and off the field, setting the standard for training, discipline, and commitment.
● Works with the coaching staff to develop game strategies and training plans.
● Serves as a liaison between players and the Executive Board, voicing team concerns.
● Promotes sportsmanship and ensures all members adhere to the Club’s Code of Conduct.
6. Match Secretary (Optional, if needed)
● Coordinates match schedules, referees, and field availability.
● Manages player registrations and ensures compliance with league requirements.
● Communicates with opposing teams regarding match logistics.
7. Social Chair (Optional, if needed)
● Organizes Club social events, team bonding activities, and community outreach programs.
● Manages post-match socials and Club traditions.
● Helps strengthen Club culture and maintain member engagement.
Section 2: Election and Terms
1. Election Process:
● Elections shall be held annually at the last General Meeting of the season.
● Candidates must be nominated and seconded by a Club member.
● Voting shall be conducted via secret ballot or another agreed-upon method.
● A simple majority vote (50% +1) is required to elect a candidate.
2. Term Lengths:
● Officers serve one-year terms but may be re-elected with no term limits.
● New officers assume duties immediately following elections.
3. Vacancies and Removal:
● If an Executive Board position becomes vacant, the remaining Board members shall appoint a replacement until the next election.
● An officer may be removed from their position by a two-thirds majority vote of the Executive Board for failure to fulfill duties, misconduct, or actions detrimental to the Club.
Section 3: Executive Board Meetings and Decision-Making
1. Meeting Frequency:
● The Executive Board shall meet at least once per month, on the second Sunday of every month, or as needed.
● Additional meetings may be called by the President or a majority of Board members.
2. Quorum Requirements:
● A quorum (at least 51% of Executive Board members) must be present to conduct official business.
3. Decision-Making Process:
● Decisions shall be made by majority vote.
● In the case of a tie, the President shall cast the deciding vote.
● Financial expenditures over $500 require Board approval.
4. Transparency and Reporting:
● Meeting minutes shall be recorded by the Secretary and made available to all Club members. (Currently accessible through members portal on
http://www.hellbenderrugbyclub.com)
● Major decisions and financial updates shall be reported at General Meetings.
Article IV – Meetings
Section 1: General Meetings
1. The Club shall hold at least one general meeting per season for all members.
2. The President shall set the date, time, and location of meetings, with at least two weeks’ notice given to all members.
3. A quorum (at least 25% of active members) must be present for official decisions to be made.
4. The agenda for general meetings shall include:
● Call to Order
● Roll Call
● Approval of Previous Meeting Minutes
● Reports from Officers (President, Treasurer, Captain, etc.)
● Old Business
● New Business
● Open Discussion
● Adjournment
Section 2: Executive Board Meetings
1. The Executive Board shall meet at least once per month, on the second Sunday of every month, to discuss Club business and make strategic decisions.
2. A quorum (majority of Executive Board members) must be present for official business to be conducted.
3. Board meetings are open to members, but only board members may vote.
4. Emergency meetings may be called by the President or by a majority of the Executive Board if urgent matters arise.
Section 3: Special Meetings
1. Special meetings may be called by the President, Executive Board, or by petition of at least 25% of active members.
2. The purpose of the special meeting must be stated in the notice, and no other business may be discussed.3. At least one week’s notice must be given to all members.
Section 4: Meeting Conduct and Voting Procedures
1. Parliamentary Procedure – Meetings shall follow basic parliamentary procedures (e.g., Robert’s Rules of Order) to maintain order.
2. Speaking Rules – Members must be recognized by the President or meeting chair before speaking. Side discussions should be minimized.
3. Motions – Any member may propose a motion, which must be seconded before discussion and voting.
4. Voting Methods –
● Standard voting shall be conducted by voice vote or show of hands.
● Secret ballots may be used for elections or sensitive issues.
● A simple majority vote (50% +1) decides most matters, unless otherwise
specified.
● Amendments to bylaws require a two-thirds majority vote.
5. Tiebreakers – In the case of a tied vote, the President shall cast the deciding vote.
Section 5: Attendance and Participation
1. All active members are encouraged to attend general meetings to stay informed and involved.
2. Officers and board members must attend all Executive Board meetings unless excused.
3. A member missing three consecutive meetings without excuse may be subject t disciplinary review.
Article V – Financial Management
Section 1: Fiscal Responsibility
1. The Club shall operate as a non-profit, with all funds dedicated to the development, operation, and sustainability of Hellbender RFC.
2. The Treasurer is responsible for maintaining accurate and up-to-date financial records.3. The Executive Board shall oversee financial decisions and ensure fiscal responsibility.
4. All Club funds must be used for Club-related expenses, such as:
● League and tournament fees
● Equipment and uniforms
● Field rentals and maintenance
● Coaching and referee costs
● Social events and travel assistance
Section 2: Revenue and Dues
1. Membership Dues:
● The Executive Board shall set annual membership dues based on projected expenses.
● Dues must be paid before a member is eligible to play in official matches or vote in Club matters.
● A deadline for dues payment shall be established at the beginning of each season.
● Members facing financial hardship may request a payment plan or waiver, subject to Executive Board approval.
2. Fundraising:
The Club shall engage in fundraising efforts to supplement revenue, including but not limited to:
● Sponsorships from local businesses
● Crowdfunding and donations
● Merchandise sales (jerseys, t-shirts, hats, etc.)
● Club-hosted events (raffles, tournaments, socials)
● All fundraising activities must be approved by the Executive Board.
3. Sponsorships and Grants:
● The Club may seek sponsorships from local businesses, organizations, or individuals.
● Sponsorship funds must be used as outlined in the sponsorship agreement.
● The Club may apply for grants from rugby organizations, sports foundations, or community programs.
Section 3: Expenditures and Approvals
1. General Expenses:
● Routine Club expenses (e.g., match fees, equipment, field rentals) shall be approved by the Treasurer and reported to the Executive Board.
● Any purchase over $500 requires a majority vote from the Executive Board.
● Purchases over $1,000 require a two-thirds majority vote and must be recorded in meeting minutes.
2. Reimbursements:
● Members who make pre-approved purchases for the Club (e.g., equipment, travel, event costs) may request reimbursement by submitting receipts to the Treasurer.
● Reimbursement requests must be submitted within 30 days of the expense.
3. Emergency Spending:
● In urgent situations where immediate funds are required, the President and Treasurer may approve expenditures up to $500 without prior Board approval.
● Such expenses must be reported at the next Executive Board meeting.
Section 4: Financial Transparency and Reporting
1. The Treasurer shall maintain and update financial records on a monthly basis.
2. The Treasurer must provide a financial report at all General and Executive Board meetings, detailing:
● Current balance
● Income and expenses since the last report
● Outstanding debts or upcoming financial obligations
3. The Club’s financial records shall be available for review by any active member upon request.
4. An annual financial summary shall be presented at the final General Meeting of the season.
Section 5: Banking and Account Management
1. The Club shall maintain a dedicated bank account for all financial transactions.
2. The President and Treasurer shall have access to the account and the authority to manage transactions.
3. All payments, deposits, and withdrawals must be properly documented.4. Any change to banking access or financial procedures must be approved by the Executive Board.
Section 6: Auditing and Accountability
1. The Executive Board may appoint a Financial Review Committee (consisting of non-Executive members) to review the Club’s finances annually.
2. If any financial discrepancies are found, an audit may be conducted by an independent party.
3. Any misuse of Club funds may result in disciplinary action, including removal from office and/or legal action if necessary.
Article VI – Discipline and Conduct
Section 1: Disciplinary Authority
The Executive Board has the authority to review and act on violations of the Club’s Code of Conduct.
Section 2: Penalties
Disciplinary actions may include:
1. Warnings
2. Suspension from matches or Club events
3. Expulsion from the Club (requires a majority vote of the Executive Board)
Article VII – Amendments
These bylaws may be amended by a two-thirds majority vote of members present at a General Meeting, provided notice is given at least two weeks in advance.