1. Name
The club shall be called Chepstow Rugby Football Club (hereinafter called the “Club”).
2. Affiliation
The Club shall be affiliated to the Welsh Rugby Union (WRU) and other relevant local rugby leagues and associations.
3. Aims and Objectives
The Club shall aim to positively promote rugby union to its members and offer coaching and competitive opportunities to all those members who wish to play.
To this end, it shall operate a “turn up and play” policy for junior members, to ensure those who wish to play have the opportunity to do so.
It will seek to involve all members, particularly adults and parents of junior members, in the undertaking of its activities to ensure sustainable and quality provision for all.
4. Equality Statement
The Club is fully committed to the principles of equality of opportunity.
No participant, volunteer, job applicant, or employee of the Club will receive less favourable treatment on the grounds of gender, age, colour, disability, ethnic origin, parental or marital status, religious belief, social class, or sexual preference.
The Club will ensure open access for all who wish to participate in the activities of the Club, in whatever capacity, and they will be treated fairly. Discrimination by any employee, participant, or volunteer will be grounds for disciplinary action.
The Club maintains an Equality and Diversity Policy, which is actively followed, reviewed, and updated annually to ensure ongoing compliance and best practice.
5. Welfare Statement
The Club recognises its responsibility to safeguard the welfare of all children, young people, and vulnerable adults who are in membership.
The Club will aim to provide good quality rugby union in a safe environment by adopting the procedures and working practices of the WRU Safeguarding Policy.
The Club has local policies in place to support the welfare of its members. These include the GDPR/Data Protection Policy, Digital and social media Policy and Volunteer Policy, all are actively followed, reviewed, and updated annually to ensure ongoing compliance and best practice.
6. Membership
6.1 The Club shall consist of the Officers and the members.
6.2 In accepting membership, a person agrees to abide by the Constitution, the Membership Policy and the decisions of the Club Management Committee.
6.3 All members must also abide by the Chepstow RFC Code of Conduct and the WRU Code of Conduct.
6.4 The Management Committee shall consider applications for membership in line with the Equality Statement.
6.5 Members under the age of 18 shall be considered as Junior Members.
6.6 Junior Members shall not have the right to vote at Committee meetings but may elect one representative who shall have the right to vote.
The Club maintains a Membership Policy, which is actively followed, reviewed, and updated annually to ensure ongoing compliance and best practice.
7. Membership Fees
7.1 Membership fees shall be set at the Annual General Meeting.
7.2 Annual membership fees shall be collected from August each year and are payable to the Club Treasurer.
7.3 No member may represent the Club unless membership fees are paid.
8. Management Committee
8.1 The Management Committee shall consist of:
- Chairperson
- Vice Chairperson
- Secretary
- Treasurer
- Mini and Juniors Officer
- Safeguarding and Welfare Officer
- Minimum of 5 committee members
Officers and committee members shall be appointed at the AGM with officers holding the post for 3 years and members for 2 years. All may seek re-election.
8.2 The Management Committee shall meet monthly (or as deemed necessary by the Chairperson).
8.3 The quorum for Management meetings shall be 5 members.
8.4 Responsibilities include:
- Interpreting the Club Constitution.
- Managing Club assets and staff.
- Upholding welfare and safeguarding policies.
- Proposing constitutional amendments at the AGM.
Committee operations are detailed in the Committee Policy, which is actively followed, reviewed, and updated annually to ensure ongoing compliance and best practice.
9. Finance
9.1 All monies raised must be used to further the Club’s aims.
9.2 The Club Treasurer shall manage all accounts and record income and expenditure.
9.3 The financial year shall run from 1st April to 31st March. .
9.4 Club funds shall be banked in an account in the name of Chepstow Rugby Football Club.
9.5 All cheques must be signed by two of the following: Chairperson, Secretary, Treasurer.
Finance Operations are detailed in the Finance Policy, which is actively followed, reviewed, and updated annually to ensure ongoing compliance and best practice.
10. Annual General Meeting and Other Meetings
10.1 The AGM shall be held within three months of the financial year-end.
10.2 21 days’ notice must be given to all members.
10.3 Nominations for officers must be submitted 14 days before the AGM.
10.4 No nominations from the floor will be accepted.
10.5 The quorum for the AGM shall be 15 voting members.
10.6 An EGM can be called by 10 members in writing or by decision of the Management Committee.
11. Voting Procedures
11.1 All voting members have equal rights.
11.2 Simple majority for motions; Constitutional amendments require two-thirds majority.
11.3 The Chair shall have a casting vote in the event of a tie.
12. Discipline and Appeals
12.1 The Management Committee has authority to discipline or terminate membership.
12.2 Safeguarding concerns must be referred to the WRU.
12.3 Members may appeal disciplinary decisions.
12.4 Appeals must be lodged within 14 days.
12.5 Appeals must be heard within 14 days of submission.
12.6 Appeals will be heard by independent members not involved in the original decision.
13. Dissolution Procedures
13.1 In the event of dissolution, after clearing debts, all assets will be transferred to the Welsh Rugby Union (WRU).
13.2 Dissolution requires a motion passed by two-thirds majority at a special meeting, following a request signed by 20 members.
14. Constitution and Policies
Chepstow Rugby Football Club operates under this Constitution and has adopted a number of policies to ensure good governance, legal compliance, safety, and inclusivity. These policies are reviewed and updated annually or as necessary to reflect best practices and changing circumstances.
Amendments to the Constitution must be submitted in writing 21 days before the AGM.
Proposed amendments will be circulated to members 14 days before the AGM.
Amendments require a two-thirds majority
The following policies are currently in place:
– Data Protection Policy
– Health and Safety Policy
– Volunteer Policy
– Equality and Diversity Policy
– Digital and Social Media Policy
– Committee Policy
– Membership Policy
– Finance Policy
– Welsh Language Policy (implemented as appropriate)
June 2025
