Terms of Reference for Blandford Rugby Football Club Committee
The committee will comprise of the Club President, Chairman, Vice Chairman, Head of Mini and Youth Section, Honorary Secretary, Treasurer, Membership Secretary, Safeguarding Officer, Director of Rugby, Senior Coaching Team, Club Captain, Sponsorship Secretary, Club Steward, Representstives of the Mini & Youth Section Committee and Webmaster/Data Officer. Additional members will be co-opted as required.
The positions of Chairman, Vice Chairman, Honorary Secretary, Treasurer and Head of Mini and Youth, shall be elected at the Annual General Meeting. All remaining appointees will be given the opportunity to continue in their role if they wish to do so. Should they wish not to continue nominations for replacement appointees will be sought prior to and confirmed at the Annual General Meeting.
An Annual General Meeting of the club will be held at the end of each season. All paid up club members are entitled to attend and will have a voting rights. NOTE: Single Social/Family Social Members do not have voting rights, however they may attend the AGM. Parents/guardians of all registered members of the Mini and Youth Section will be invited to attend and will be entitled to a single vote per family. The election of the above positions on the committee will be undertaken. An end of season report will be given to the meeting by the President, Chairman, Treasurer and Head of Mini & Youth Section. The proceedings of this meeting are to be formally recorded and distributed to all club members.
Parents of members of the Mini and Youth Section may attend and take part in discussions at the normal Mini and Youth sub- committee meetings. They will not however be allowed to participate in a vote on an agenda item.
The Committee will meet during the season once every calendar month at a time mutually agreed by the committee and in the closed season as directed by the Chairman.
The Honorary Secretary will in preparation for these meetings draw up and issue to all committee members an agenda of the items to be discussed. The agenda items will indicate which member will take the lead in the subject discussions.
The proceedings of the committee meetings will be documented in formal minutes which will be distributed to all committee members within two weeks of the meeting. The minutes of the previous meeting will be reviewed at the commencement of every committee meeting.
When a vote on a matter/proposal is required there must be a minimum of 5 members of the committee present to form a voting quorum. If the required number of committee members is not present then the voting will be deferred to the next scheduled committee meeting.
Where required a sub-committee or working group will be formed from members of the committee to investigate or develop strategy on a single subject. The number of members of a sub-committee will be dependent of the nature of the subject.
All sub-committees, including the Mini and Youth sub-committee will report to the main committee on progress or any outcomes regularly at the main committee meetings as directed by the Chairman when the sub-committee is formed.