Club Constitution

THE MEAN MACHINE RUGBY FOOTBALL CLUB CONSTITUTION

PREAMBLE

Know ye all men;

That we the Nairobi University students deeply conscious of the need to promote the game of Rugby Football among interested Africans in Kenya, in particular, and all Africans in general and further dedicated to the spirit of Rugby sportsmanship in accordance with the rules of the Rugby Football Union of East Africa do hereby establish a Nairobi University Rugby Club to be known, called and referred to as ‘THE MEAN MACHINE RUGBY FOOTBAL CLUB.

Pursuant to the above, we hereby in the most solemn, and sincere manner adopt, enact and give unto ourselves this constitution.

NAME
1. The name of the club shall be The Mean Machine Rugby Football Club (Hereinafter referred to as The Double M).
2. For abbreviation, cables, telegrams and telex purposes, it shall be referred to. as Double M.
3. The Administrative Headquarters of the club shall be at the Nairobi University Games Department.
4. The club shall be affiliated to the Central Kenya Rugby Football Union and the Rugby Football Union of East Africa and shall adopt and be bound by the same laws of the Game of Rugby Football and the same rulings and interpretations, and the laws of professionalism as those to which the Rugby Football Union of East Africa is subject.
5. Membership to the club shall be of three categories:
  - (a) non-playing members
  - (b) playing members
  - (c) Honorary members
  - (i) Non-playing membership shall be open to any member of the University Community.
  - (ii) Playing membership shall be open to current registered students of Nairobi University.
  - (iii) Honorary members shall be those elected as such by the Double M. Committee.
6. Application for membership shall be made by filling in the sports option forms obtainable from the Games Tutor’s Office.
7. The Committee shall have power at any time to cancel or suspend the membership of any member who shall in the opinion of the Committee have been guilty either on or of~ the field of conduct discreditable to the club or who shall without sufficient course have failed to play in any match in which he has accepted an invitation to play provided that. the Committee shall not exercise such power without first giving the member concerned a sufficient opportunity of justifying his conduct.
8. There shall be the Committee of the club which shall constitute the executive arm of the club.
9. Any member, including Members of the Committee unless otherwise, by this constitution provided, shall be entitled to or to be put forward as nominees for membership to the Committee. They are also entitled to put other matters of business provided that they are notified in writing to the Honorary Secretary not less than seven days before the General Meeting.
10. No member of the club shall hold the same office on the Committee for more than one year running.
11. - (a) The entire management of the property and affairs of the club shall be versed exclusively in the Committee.
  - (b) The members of the Committee shall be:-
  - (c) The Chairman shall chair all committee and general or special General meetings of the club. He shall also be the club’s spokesman on all administrative matters of the club.
  - (d) The Captain is the chief head of the club on matters concerning the actual game of Rugby Football and shall when need arises be the representative or one of the representatives of the club to foreign affairs meetings. He shall, when he deems it fit, draw up and or alter the Rugby programme viz Training sessions and venues. He shall ensure discipline of players on and off the pitch. He shall be the club coach.
  - (e) The Vice-Captain shall deputize for and or assist the Captain and shall be appointed by the Captain, and by virtue of his office, he becomes a member of the Executive Committee.
  - (d) Honorary Secretary shall be the club’s chief communications officer – all correspondence concerning Double M. shall be received and on the Committee’s recommendations, shall be dispatched by him.
  - (g) The publicity Secretary shall deal with all public matters of the Club. He shall be required to publicise all matches and other club activities within a reasonable time.
  - (h) The treasurer shall receive and disburse under the direction of the Executive Committee and to the members for ensuring that proper books of accounts are written up, preserved and available for inspection.
  - (i) The two committee members shall perform such duties as may be prescribed by the executive committee.
12. - (a) The quorum for a meeting of the Executive Committee shall be not less than four members entitled to vote. The Committee shall meet at least once in every fortnight.
  - (b) Voting at Executive Committee Meetings shall be by simple majority on show of hands unless a secret vote is called for by at least two Committee members. In the event, of a tie, the Chairman shall have a second or casting vote.
  - (c) The Executive Committee shall have power to co-opt persons to serve on the committee but such co-opted persons shall not have power to vote.
  - (d) The Executive Committee shall have power to appoint sub-committees as it may deem desirable to make reports to the Committee upon which such action shall be taken as seems to the Committee desirable.
  - (e) The Executive Committee shall appoint The Kit-Man who shall also be the head of the “MamboBado” spectators.
13. - (a) There shall be two classes of General Meetings of the club – Annual General Meetings and Special General Meetings.
  - (b) The Annual General Meeting shall take place not later than the last day of October in every year.
  - (c) The, Committee may, and if requested in writing by seven members of the club shall forthwith call a Special General Meeting of which not less than twenty one days notice shall be given stating the object, time and place of the meeting.
14. Not less than twenty-one days notice shall be given to each Member and such notice Shall include the Agenda for the Meeting, the Honorary Secretary’s Report, the Balance Sheet and Accounts together with the Honorary Treasurer’s Report and the Members’ nominations for the Executive Committee Members for the ensuing year.
15. Only playing members of the club shall be entitled to vote at a General Meeting.
16. The Quorum at any General Meeting shall be twelve playing members of the club entitled to vote at a General Meeting. If no quorum is present within thirty minutes after the time specified for the meeting it shall be postponed to the same day and time of the following week and in the event of the twelve members not being present at the specified time the Members present shall constitute a quorum.
17. The business of the Annual General Meeting shall be:
  - (a) To receive and if deemed fit to adopt the Hon.Secretary’s Report.
  - (b) To receive and if deemed fit to adopt the Balance Sheet and Accounts for the preceeding financial year together with the Hon. Treasurer’s and where necessary the Hon. Auditor’s Reports thereon.
  - (c) To elect the officers for the ensuing year.
  - (d) To elect, if necessary, the Hon. Auditor for the ensuing year.
  - (e) To consider any other business of which not less than three days notice shall have been given in writing to the Hon. Secretary.
  - (d) To appoint a Patron or Patrons of the club who shall be the guardians and chief advisers of the club.
18. The Selection Committee shall be composed of the Captain and his Vice who shall be guided by the recommendations of the Executive Committee.
19. If the office of any member of the Executive Committee falls vacant, by reason of the death, resignation or physical or mental infirmity, the Executive Committee shall appoint from among the members of the club or Committee a person to act as a holder of that vacant office until a Special General Meeting is convened for election of the successor to that vacant office.
20. All the funds and moveable property of the club shall be in the custody and control of the Treasurer but he shall have power to delegate his power to any member of the executive committee.
21. - (a) The Executive Committee shall cause proper books of accounts to be kept of the income and expenditure of the club and of the property, assets and liabilities of the club.
  - (b) The accounts of the income and expenditure and the balance sheet of the club for the year ended, on the 30th September immediately preceding shall in each year be delivered to the Hon. Auditor to be examined, audited and signed by him. Such an Auditor shall be appointed by the General Meeting if they so-wish, otherwise the Treasurer’s report shall suffice.
22. Amendments to the constitution of the club must be approved by at least a two-thirds majority of the members entitled to vote and are present at a General Meeting of the Club.
23. - (a) The club shall not be dissolved except by a resolution passed at a General Meeting by at least a two-thirds majority of the votes of members present thereat.
  - (b) On dissolution of the club, no further action shall be taken by the Executive Committee of the club in connection with the aims of the club as stipulated in the Preamble other than to get in and liquidate for cash all the assets of the club. Subject to the payment of all the debts of the club, the balance thereof shall be distributed in such manner as may be resolved by the meeting at which the resolution for dissolution is passed.