(Revision E, Oct 2001)
Revision letter refers to changes from the original constitution that established the Bangor Renegades in 1986
PREAMBLE
Our organization, hereafter referred to as the Olympic Peninsula Sports Union (OPSU), or the Union, shall be an incorporated non-profit organization in the state of Washington. The Olympic Peninsula Sports Union will have a membership of individuals with a common interest in promoting the Sport of Rugby Union Football, as defined by the International Rugby Board and USA Rugby. OPSU is organized exclusively for charitable and educational purposes within the meaning of Section 501 (c) (3) of the US Internal Revenue Code. The primary purpose of the Olympic Peninsula Sports Union is to educate the local community about the Sport of Rugby Union Football. In order to accomplish this, the Union will compete within the regional rugby organization, educate the community, develop new players, grow as a Union, and provide positive role models to the community.
In order to fulfill our purpose, the following are the goals of the Union:
1. Each team to play at its highest competitive level.
2. Maintain continuous growth of the Union.
3. Develop and maintain a positive presence in the community.
4. Maintain a strong and continuous emphasis on good physical fitness and sportsmanship.
5. Maintain a strong and continuous emphasis on the development of basic and advanced rugby skills for all members of the team.
6. Maintain continuous support for the goals of the US Armed Forces Combined Services Committee (CSC) for the development of military rugby.
7. Provide a common team for the diverse Navy Activities in the Kitsap County from which to identify All-Navy and All-Marine caliber players.
8. Continue to promote all forms of Rugby Union Football.
To support the accomplishment of the Union purpose, the Olympic Peninsula Sports Union will provide the following:
1. Active teams in the Senior Men’s, Youth, and Women's Divisions of the Pacific Northwest Rugby Football Union, and the Combined Services Committee of USA Rugby (Armed Force Sports Council) for active duty military players, and other teams as the interest is developed from the local community.
2. A source for education for both the local civilian and military communities on the social and athletic benefits of Rugby.
3. Local liaison with the media, the military and civilian union, the military authorities, and any other organization that would further the accomplishment of the Union’s purpose.
4. A source of favorable exposure and publicity for both the local civilian community and the Puget Sound military commands.
5. A source for outstanding players to play on both the military and civilian representative teams.
As an organization dedicated to educating the local community about the Sport of Rugby, OPSU shall not:
1. Dedicate a substantial part of the activities of the Union to carrying on propaganda, or otherwise attempting to influence legislation, or participating in, or intervening in any political campaign of any candidate for public office.
2. Carry on any other activities not permitted as an organization exempt from Federal income tax under 501 (c) (3) of the US Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law), or whose contributions to which are deductible under section 170 (c) (2) of the US Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law).
PART I
ARTICLE I, Authority
The authorities to establish and operate the Olympic Peninsula Sports Union are:
a. The constitution of the Pacific Northwest Rugby Football Union
b. Revised Code of Washington
c. The regulations of the Navy Recreational Services Program
d. The regulations of the US Navy
ARTICLE II, Management
1. The Olympic Peninsula Sports Union will be managed by an Executive Committee consisting of the team elected officers, head coaches of the individual teams, and other people invited to participate.
a. Members of the Executive Committee will be elected at the Annual General Meeting to be held after the competitive portion of the Spring season. The head coaches will be selected by the Executive Committee as the need arises.
b. The Executive Committee organizes and administers all of the affairs of the Union and implements policy to attain the objectives agreed upon by the Full Members at the Annual General Meeting. The Executive Committee shall act on the behalf of the Union only when such actions are not in contradiction to this Constitution, or of specific directives of the Dues paid Members of the Union. The Executive Committee shall develop a process to establish policy to clarify or interpret issues not specifically addressed in the Constitution.
c. All members of the Executive Committee, except the President who acts as the presiding officer, have the right to one vote at any Executive Committee meeting. All actions of the Executive Committee are by simple majority vote. In case of a tie, the presiding officer shall have the deciding vote. A majority of the officers constitutes a quorum for any Executive Committee Meeting. No Executive Committee Meeting can be held without one week’s notice to all officers, except by unanimous consent of all officers of the Union.
2. EXECUTIVE OFFICERS: The elected Executive Officers of the Union are the following:
a. President:
b. Vice-President:
c. Treasurer:
d. Executive Secretary
e. Social Secretary:
f. Equipment Manager:
g. Recruiting Secretary:
If an office becomes vacant, the President may appoint a member of the Union to that office for the completion of the term, except for the position of President, for which the Vice-President assumes. The following positions shall be filled: President, Vice-President, Treasurer, and Executive Secretary.
ARTICLE III, Union Official’s Duties
The following officials of the Union will have their specific responsibilities:
1. UNION PRESIDENT:
a. The Union president will be elected by the dues-paid members of the Union.
b. The president will be:
(1) the administrative head of the Union
(2) the team representative to the Union with responsibility to attend Union meetings, be the primary Union Point of Contact, and write and answer correspondence.
(3) the team representative for the team liability program
c. The president will have the authority to delegate authority for specific responsibilities.
d. The president will be the Director of the Board for the Washington State incorporated non-profit Olympic Peninsula Sports Union.
2. UNION VICE-PRESIDENT:
a. The Union vice-president will be elected by the dues-paid members of the Union.
b. The vice-president will be:
(1) the assistant administrative head
(2) the primary point of contact for summer seven sides, Union tournaments, and fixtures during the regular season
(3) responsible for scheduling and confirming matches, fields, and referees to include sending and receiving instructions on the playing location.
c. This officer will be a member of the board for the incorporated non-profit Olympic Peninsula Sports Union
3. SOCIAL SECRETARY
a. The social secretary will be elected by the dues-paid members of the Union.
b. The social secretary will be:
(1) the Union’s primary social director
(2) responsible for home match social activity to include planning, scheduling and coordinating.
c. The social secretary may delegate authority for specific responsibilities to members of the team.
d. The social secretary may request the formation of a social standing committee with the following responsibilities:
(1) assisting the social secretary in the planning and conduct of all Union after game social activities.
(2) securing the location, beverages, and refreshments for the post-game social activity.
e. This officer will be a member of the board for the incorporated non-profit Olympic Peninsula Sports Union
4. TREASURER
a. The Union treasurer will be elected by the dues-paid members of the Union.
b. The Union treasurer will:
(1) have charge and custody of, and be responsible for all funds of the Union. The collection of dues, deposits, assessments, and disbursements of funds on behalf of the Union, and the exhibition and auditing of the accounts, as directed by the President and Annual General Meeting.
(2) maintain the Union checking account
(3) be the point of contact for Union purchases for equipment, social activity support, and Union dues
(4) secure concurrence for funds used from either the president or vice-president
(5) maintain and be the contact for Union and Individual Participation Program (CIPP).
(6) have charge and custody of, and be responsible for all funds of the Union. The collection of dues, deposits, assessments, and disbursements of funds on behalf of the Union, and the exhibition and auditing of the accounts, as directed by the President and Annual General Meeting.
(7) keep records of income and expense of the Union and report on the accounts of the Union at each scheduled meeting of the Executive Committee and Union.
(8) submit a written report of the status of the Union's financial position at the Annual General Meeting.
(9) make recommendations to the Union regarding budgeting, dues, assessments, and other financial policy.
c. The Treasurer will be the Agent of Record and board member for the incorporated non-profit organization- the Olympic Peninsula Sports Union.
5. EQUIPMENT MANAGER
a. The equipment manager will be elected by the dues-paid members of the Union.
b. The Union equipment manager will:
(1) be responsible both the accountability and serviceability of Union equipment to including team jerseys
(2) report equipment needs to the treasurer
(3) ensure the appropriate equipment is present at practice and games
(4) ensure half-time water is available.
c. The equipment manager may select a field's manager, or ask the Union to elect one. The field's manager is responsible for:
(1) ensuring that the field equipment is ready for home game set-up
(2) maintaining the field equipment
(3) requesting funds to replace damaged equipment and purchase field liner
(4) supervising actual field set-up.
d. The equipment manager may request the establishment of an equipment standing committee with the following responsibilities:
(1) obtaining and preparing the pitch for all matches hosted by the Olympic Peninsula Sports Union
(2) inventory and maintenance of Union equipment (balls, cones, posts, etc.)
(3) cleaning jerseys
(4) ensuring field preparation items (lime, liner, cones, and string) are available)
6. RECRUITING SECRETARY
a. The recruiting secretary will be elected by the dues-paid members of the Union.
b. The recruiting secretary will be responsible for developing and executing a recruiting program for the Union.
c. The recruiting secretary may delegate authority for specific responsibilities to members of the Union.
d. The recruiting secretary may request the establishment of a "publicity" standing committee with the following responsibilities:
(1) providing publicity and recognition for Olympic Peninsula Sports Union
(2) maintaining a scrap book recording the history of the Union and its activities
(3) Ensuring placement of recruiting posters throughout the county.
7. SELECTORS, if used. Team coaches will determine if selectors are required for their specific team.
a. The specific team selectors will be elected by the dues-paid members of that team. Two will be elected.
b. The selectors will be responsible for determining the make up of the team for each game.
8. CAPTAIN
a. The team captains will be elected by the dues-paid members of the individual team.
b. The captain will be the on field director.
c. Provide input to the coaching staff.
d. Act as the 3rd selector, if selectors are used.
9. EXECUTIVE SECRETARY
a. The Executive Secretary is responsible for the taking and keeping of all General Meetings minutes of the Annual General Meeting.
b. The Executive Secretary is responsible for the taking and keeping of Executive Committee Meeting minutes.
c. The Executive Secretary is responsible for the development and maintenance of a list of Members of the Union and their representatives, including name, address, electronic mail address, and telephone number.
d. The Executive Secretary is responsible for the timely posting of all correspondence relevant to all the Members of the Union via the US Postal Service, electronic mail, the World Wide Web, or in person.
e. The Executive Secretary is responsible for custody of the official copy of the Constitution and Bylaws of the Union, Meeting Minutes, Membership lists, schedules, Disciplinary Policy, and Procedures, Policy Memoranda, and other records of importance to the Union.
f. The Executive Secretary is responsible for updating the Constitution, as approved by the Union.
g. This officer will be a member of the board for the incorporated non-profit Olympic Peninsula Sports Union
ARTICLE IV, Elections
1. Elections will be held at the end of "spring season" team meeting, generally in mid-April.
2. Candidates must be currently active members with dues paid.
3. Nominations will be made at the team meetings. Nominee must be present or have given prior consent.
4. Officers will be elected by a majority vote of the members in good standing present at the meeting scheduled for elections.
5. Eligible members may vote in absentia or vote through a designated proxy. Proxy vote authorization must be executed in writing, must specify the member who is to execute the proxy, and must be validated by the chair at the election.
6. Officers will assume their office at the meeting on the day of their election.
ARTICLE V, Voting of the Executive Committee
1. Three-fifths of the Executive Committee will constitute a quorum.
2. A majority of the Executive Committee present will constitute a vote.
3. Only the presiding officer may call for a vote at Executive Committee meetings
ARTICLE VI, Vacancies
In the event that an officer is recalled or resigns, the President shall appoint a successor to that position for the remainder of the term.
ARTICLE VII, Recall of a Union Officer
A recall will be held if a quorum of the Executive Committee or if ten percent of members in good standing sign a written request for recall. A recall vote of all members in good standing will be held two weeks after the written request is received by the Executive Committee. Those officers specified in the request will be either reaffirmed by the vote or the office will be vacated.
ARTICLE VIII, Meetings of Executive Committee
1. The Executive Committee will be chaired by the president and will hold regular and special Committee meetings as necessary. Only the President, as presiding officer, may call for an Executive Committee Meeting.
2. Special Executive Committee meetings will be called upon the request of five members in good standing. This request will be made via the chairman of the Committee. The members requesting the Committee meeting will participate in the special meeting.
3. The Executive Committee shall meet at least four times each year, and will be convened in the manner described in the Constitution of the Union. Any Member of the Union may observe the meeting. Any Member or non-member may participate in the meeting when invited to do so by a member of the Executive Committee. Guest participants may not make a motion, second a motion, or vote.
4. The Executive Committee acts on behalf of the membership of the Union to the extent specified in the Constitution, and when not in contravention to the decisions made by the membership at the Annual General Meeting.
PART II
ARTICLE I, Standing Committees
Standing Committees will be developed by a vote of the Executive Committee. The committee chairman shall be the officer who requested the establishment of the committee.
ARTICLE II, Ad Hoc Committees
The Executive Committee may create a committee for special purpose at any time. The Executive Committee will appoint the chairman for any such committee. The Executive Committee will dissolve a temporary committee when the purpose for which it was created has passed.
ARTICLE III, Meetings
1. Annual General Meeting - An Annual General Meeting (AGM) of Full dues-paid Members of the Union is to be held annually at the completion of the competitive portion of the Spring season. The Executive committee shall determine the exact date and time. Notice of the time and place, and the agenda for the meeting shall be presented to each dues-paid Member prior to the date of the Annual General Meeting. This notification shall be via the United States Postal Service, electronic mail, or in person. The agenda consists of:
a. Call to Order by the presiding officer
b. Roll Call and Declaration of Members
c. Reading and approval of the minutes of the last Annual General Meeting
d. President's Report
e. Financial Report by the Treasurer
f. Executive Committee Reports
g. Consideration of Constitutional Amendments
h. Election of Officers
i. Old Business
j. New Business
k. Approval of the Budget for the upcoming year
l. Adjournment
2. Special General Meetings - Special General Meetings of the Full Members of the Union can be called by the President of the Union if the need arises, or if a written request to convene a Special General Meeting is received from a simple majority of the dues-paid Members of the Union in good standing.
ARTICLE IV, Procedures
1. Each Full Member in good standing of the Union has a single ballot for each vote. The presiding officer of the meeting has a single vote that will be used only to break an otherwise tied vote. A full member is a player who has paid dues and is CIPP compliant.
2. All votes of the Full Membership are decided by a simple majority, except for those that require special majorities as noted in this Constitution.
3. Voting is by a show of hands, or by secret ballot, as the participants of the meeting itself determine.
4. All meetings are conducted according to "Robert's Rules of Order", as modified by the presiding officer.
5. Members are required to attend the AGM. Proxies may be only through a written request.
PART III
ARTICLE I, Membership
1. The membership of Olympic Peninsula Sports Union will be those individuals carried on the current roster of members. Updates to this roster will be made monthly.
2. Specific membership requirements for the individual teams are:
a. Senior Men's (Peninsula Rugby Club), any individual in Kitsap and Mason counties over the age of eighteen who desires to play rugby.
b. Military (Bangor Renegades), any active duty or reservist military member who desires to play rugby under the auspices of the Combined Services Committee. A limited number of authorized Department of Defense employees may also play on the Bangor Renegades. When the Bangor Renegades are participating in the Military Club Championships, only the military players may play.
c. Youth (Kitsap Bullpups), any individual who is actively pursuing a high school diploma who has not reached his/her nineteenth birthday by 1 September, before the season they are to play.
d. Veterans, any individual over the age of 35 who desires to play social rugby on an ad hoc basis.
e. Senior Women's, any woman in Kitsap and Mason counties over the age of eighteen who desires to play rugby
ARTICLE II, Classes of Membership
1. Active Members. All those fully qualified and accepted for membership. They enjoy all the privileges and responsibilities defined in the constitution.
2. Associate Members. Former active members, or non-active members who participate in OPSU social functions. Such members do not have voting privileges unless they are elected members of the executive committee.
3. Youth Members. All those fully qualified and accepted for membership as youth players. Youth players are bound by the Code of Conduct. The interests of the Youth team on the Executive Committee will be represented by the Youth head coach. Youth members are also concurrently active/associate members of OPSU
4. Military Members. All those players who are on active duty, or an active reservist with Armed Forces of the United States. Military members are also concurrently active/associate members of OPSU. When the military team competes as a military team of the Armed Forces Sports Council, only military members can play.
ARTICLE III, Responsibilities of Members
1. Application for membership in the Olympic Peninsula Sports Union and acceptance of the membership constitutes an agreement by the applicant to:
a. Support the goals and projects of the Union.
b. Attend meetings, practices, and games.
c. Accept positions on the Executive Committee, if elected.
d. Serve on various committees if requested.
e. Pay dues. Active members in arrears more than two months will not be allowed to play in any games.
2. Members can be placed on the inactive player roster or dropped from the active player roster for failing to carry out the responsibilities listed above without good cause. A vote of the Executive Committee will determine the action taken. Specific causes for removal from membership include:
a. Non-payment of dues greater than two months. For reinstatement see Part IV, Article II, Paragraph 5.
b. Non-attendance. Missing meetings, practices, and games for more than four months, unless military duties prevent attendance.
c. Violation of Navy Recreational Services Program regulations, Navy Station Bremerton, NUWC Keyport, or SUBASE Bangor instructions when the Union is on the base.
d. Routine poor sportsmanship or dirty play during matches.
e. Disciplinary action by the Pacific Northwest RFU.
f. Youth players failing to abide the Code of Conduct.
3. Members dropped form the roster can appear before the Executive Committee, to request a review of their situation.
4. Military and employment responsibilities necessarily pre-empt Union responsibilities. At any time, a member may apply to the Executive Committee, in advance and with justification, for release from his Union responsibilities. If the period of time is greater than three months, he/she should consider placement on the inactive roster.
5. A member may resign at any time. Dues paid in advance are not refundable.
6. Members dropped for cause will not be permitted to participate in any Union sponsored activity.
ARTICLE IV, Voting of Membership
For election of officers and amendments to the constitution, a quorum will be the active members present at a scheduled meeting.
PART IV
ARTICLE I, Financial Management
1. The treasurer will receive excess funds for the Bangor Renegades and turn them over to the West Sound Recreational Services financial coordinator for deposit in the West Sound Recreation fund under the Union’s account.
2. The treasurer will expend fund moneys of the Union with the concurrence of either president for the vice president, or authorization of the executive committee.
3. The treasurer will prepare and present a financial report at each annual meeting.
4. Prior to new officers assuming their duties, they have the option of auditing the financial records.
5. In the event that the Olympic Peninsula Sports Union is dissolved of voluntarily, the assets of the Union will be distributed as follows:
a. Union equipment owned by the US Navy will be returned to the West Sound MWR for disposition.
b. Union funds in a West Sound MWR account at the Naval Station Bremerton will be forwarded to West Sound MWR for disposition.
c. Rugby equipment owned by the Union will be distributed to an appropriate organization recognized for one or more exempt purposes within the meaning of the US Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law), or shall be distributed to the federal government, or to a state or local government, for a public purpose.
d. Union funds maintained in a civilian bank shall be distributed to an appropriate organization recognized for one or more exempt purposes within the meaning of the US Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue law), or shall be distributed to the federal government, or to a state or local government, for a public purpose.
6. OPSU will have the same fiscal year as the Pacific Northwest Rugby Football Union.
7. No part of the net earnings of OPSU shall inure to the benefit of any director, officer of OPSU, or any private individual (except that reasonable compensation may be paid for services rendered to or for OPSU), and no officer of OPSU shall be entitled to share in the distribution of any of the Union assets on dissolution of OPSU.
ARTICLE II, Individual Financial Obligations
1. Dues are determined by the executive committee
2. Dues are to be paid at the start of each season. Once paid, dues are not refundable. Individuals may coordinate with the treasurer for an expanded payment plan.
3. At all home matches, team members will be charged a match fee, amount to be determined by the Treasurer, -to offset the cost of the social activity.
4. Failure to pay dues for two months is cause for automatic removal from membership. A member will be notified prior to such removal.
5. A member dropped for non-payment of dues may be reinstated, at the discretion of a quorum of the Executive Committee, by paying a fee set by the Committee, not to exceed the dues owed.
6. The Executive Committee may develop alternate options to paying dues (working fundraisers, taking responsibility for fundraisers, or taking on additional duties).
ARTICLE III, Schedule of Meetings/Practices
1. Practice:
a. Adult teams: Practices will be in the evening, generally 1800-2000. Practice is generally held on Tuesdays and Thursdays except national holidays. Actual practice days and times may be changed at the discretion of the team head coach.
b. Youth team: Practices will be in the late afternoon, generally 1600-1800. Practice is held on Mondays and Wednesdays, except national holidays. Actual practice days and times may be changed at the discretion of the team head coach. Until games start, the coach has the option of adding Friday practices.
2. Team meetings may be held following practices at the option of the officers present. Meetings will be held either at the practice site, or a site selected by the team.
3. Matches:
a. Adult teams will usually be held Saturday. Home matches will usually start at 1300 hours.
b. Youth teams will usually be held Friday. Home matches will usually start at 1700 hours
PART V
ARTICLE I, Changes to the Constitution
1. The Constitution can only be changed by a 2/3 majority of the Full Members in good standing of the Union at a properly convened General Meeting per Part II, Article III.
2. Formal changes may be proposed three ways:
a. Proposed to the Executive Secretary within thirty days of the AGM for discussion and vote at the AGM.
b. Proposed formally during the AGM for discussion and vote at the AGM.
c. Proposed to the Executive Secretary during the course of the year for discussion and vote within thirty days of proposal submittal.
3. A proposal for change will include the following:
a. The intent and reason for the proposed change
b. The specific paragraph to be changed
c. The specific wording of the change
4. The process for making the change is:
a. The proposed change is forwarded to the Executive Secretary.
b. The secretary reviews the proposal to ensure that the requirements of paragraph 3 of this article are met.
c. The Executive Secretary then forwards the proposed change to the Full Members of the Union, either at the AGM, or via electronic mail, for discussion. Electronic mail discussion will last thirty days from the day the Executive Secretary forwards the change.
d. The Full Members will vote on the proposed change. A 2/3-majority vote of Full Members in good standing is required to make the change to the Constitution. If the election is via electronic mail, no response for the Full Member will be entered as a favorable vote on the proposed change.
e. Upon a favorable vote, the Executive Secretary will make the formal change to the text of the constitution.
f. Once text has been changed in the constitution, the Executive Secretary will submit that changed text to the Executive Committee for review. A 2/3 majority of the Executive Committee will be required to approve the changed text to ensure compliance with the Union desires.
g. Once the changed text is approved, the President of the Union will date and sign the official copy of the Union Constitution. The original will remain with Executive Secretary, and copy will be placed on the World Wide Web.
5. Under extraordinary circumstances, the Constitution may be changed by 100% positive vote of the Executive Committee members identified in Part 1, Article II, Paragraph 2. Team Coaches shall not have a vote. Individuals who hold multiple positions, will only be allowed one vote. The Presiding Officer must vote in this case.
Copyright Olympic Peninsula Sports Union This page was last updated on: January 9, 2002