Club Bylaws

BYLAWS OF THE ALPHARETTA EXILES RUGBY FOOTBALL CLUB ALUMNI ASSOCIATION CO.

As amended by the Executive Board, July 30, 2025

The organization shall be known as the Exiles Rugby Football Club (hereinafter referred to as the “Club”) and shall be located in the City of Alpharetta, Georgia.

The purpose of the Club shall be to foster and promote the growth and development of Rugby Union (“Rugby”) as a nonprofit corporation within the North Fulton County area, as well as at local, national, and international levels.

Membership is open to all individuals who support the mission and goals of the Club. No applicant shall be denied membership based on age, race, religion, sex, orientation, disability, or national origin.

To maintain good standing, members must:
(a) Pay all dues by the established deadlines;
(b) Refrain from disciplinary infractions as defined herein;
(c) Meet any other criteria outlined in these Bylaws;
(d) Comply with the Club’s Codes of Conduct.

Voting members must be in good standing and over the age of 18 at the time of the Annual General Meeting or any special meeting at which a vote is taken.

Members in good standing are entitled to:

• Attend and vote at General Meetings (except where restricted by membership class);
   
• Participate in social events;
   
• Serve on committees (except where restricted by membership class);
   
• Run for elected office (except where restricted by membership class);
   
• Receive one vote in all elections (except where restricted by membership class).
   

Membership classes:

• Player Member – Entitled to participate in regular practices, matches, and social events. Must pay Club and relevant section dues. Eligible to vote at the Annual General Meeting and hold office.
   
• Social/Supporter Member – Upon payment of dues, entitled to participate in special matches, practice sessions, and social events. Eligible to vote at the Annual General Meeting and hold office.
   
• Associate Member – Entitled to participate in regular practices, matches, and social events upon payment of dues. Eligible to play competitively for the Club. Ineligible to vote at the Annual General Meeting or hold office.
   

Executive Board members are elected annually at the Annual General Meeting (AGM) by members in good standing.

Nominations must be seconded by an eligible member and accepted by the nominee. Elections with multiple candidates for a position shall be determined by majority vote.

The Executive Board shall consist of:

• President (CEO) – One-year renewable term
   
• Vice President (COO) – One-year renewable term
   
• Treasurer (CFO) – One-year renewable term
   
• Secretary (CIO) – One-year renewable term
   

Duties of Executive Board Officers:

President & CEO

• Leads the overall direction and strategy of the Club;
   
• Represents the Club in public and Union matters;
   
• Presides over Executive Board meetings;
   
• Appoints staff for key operational areas.
   

Vice President & COO

• Leads recruitment and fundraising efforts;
   
• Chairs the Disciplinary Committee;
   
• Acts in the President’s absence or succession.
   

Treasurer & CFO

• Develops and monitors the Club budget;
   
• Maintains financial records and ensures prompt banking;
   
• Pays invoices and files tax documents;
   
• Acts as a signatory on the Club’s bank account.
   

Secretary & CIO

• Organizes the AGM and board elections;
   
• Maintains Club records and membership rosters;
   
• Communicates with members;
   
• Records meeting minutes.
   

No individual may hold more than one Executive Board position at a time.

Removal from Office

Executive Board members may be removed for bylaw violations or actions detrimental to the Club. A two-thirds (2/3) vote of the Executive Board is required for removal. A Special General Meeting must be held within 2–4 weeks to elect a replacement.

The Club shall be comprised of the following sections:

• Men’s Player Side
   
• Women’s Player Side
   
• Junior & High School Rugby
   
• Social/Supporter Membership
   

Each section shall be represented by a Director, nominated or appointed by the President and ratified by the Executive Board. All Directors shall serve a one-year renewable term and have one vote on the Executive Board.

Director of Men’s Rugby

• Coordinates practices, matches, equipment, and social events for the men’s side;
   
• Collects section dues and paperwork;
   
• Oversees recruitment and player retention for the men’s side.
   

Director of Women’s Rugby

• Coordinates practices, matches, equipment, and social events for the women’s side;
   
• Collects section dues and paperwork;
   
• Oversees recruitment and player retention for the women’s side.
   

Director of Junior & High School Rugby

• Oversees all aspects of youth rugby development within the Club, specifically for players aged 18 and under;
   
• Acts as the primary liaison between the Club and local schools, youth organizations, and governing bodies;
   
• Oversees recruitment, onboarding, and retention of junior and high school players;
   
• Ensures proper coaching coverage and compliance with safety and eligibility guidelines;
   
• Coordinates scheduling, logistics, and resources;
   
• Develops long-term strategies for sustainable youth rugby programs;
   
• Works with the Club President to align youth efforts with overall Club objectives;
   
• Submits a monthly report to the Executive Board;
   
• Prepares and submits an annual budget request for the section;
   
• Promotes a unified “Club First” culture.
   

Director of Social Membership

• Oversees engagement, events, and communications with Social/Supporter Members;
   
• Plans and coordinates non-playing member activities;
   
• Encourages supporter involvement at matches and club events;
   
• Maintains an active roster of Social Members and ensures they are included in all relevant communications.
   

Section Directors may be replaced by the President with Executive Board approval if duties are not fulfilled.

New sections may be proposed by any member and must be approved by the Executive Board. Upon approval, the President shall appoint a Director.

1. Overview
   The Exiles Rugby Football Club shall operate Junior Sides Programs for boys and girls aged Under-8 (U8) through Under-18 (U18). These programs are intended to promote rugby skills, sportsmanship, safety, and the values of the Club, while fostering a pathway from youth rugby into senior club rugby.
    
2. Structure
   The Junior Sides Programs may consist of multiple age-grade teams, including but not limited to: U8, U10, U12, U14, U16, and U18. Age grades shall follow the guidelines of the governing rugby body recognized by the Club.
    
3. Governance
   The Director of Junior & High School Rugby shall oversee all aspects of the Junior Sides Programs, including coaching appointments, competition scheduling, recruitment, player welfare, and compliance with safety regulations.
    
4. Participation
   Junior sides shall be open to all eligible boys and girls within the specified age grades, regardless of prior rugby experience. The Club shall strive to keep participation fees affordable and to provide opportunities for financial assistance when possible.
    
5. Pathway to Senior Rugby
   The Junior Sides Programs shall be structured to provide a clear pathway for players to transition into the Club’s senior teams, fostering long-term membership and engagement.
    
6. Codes of Conduct
   Players, coaches, and parents/guardians involved in the Junior Sides Programs shall adhere to the Club’s Codes of Conduct, as well as any age-grade rugby guidelines established by the governing rugby body.
    

The Executive Board shall include the Club Officers and all Section Directors.

Responsibilities include:

• Drafting and amending the Bylaws;
   
• Managing Club finances and approving section budgets;
   
• Establishing dues;
   
• Enforcing disciplinary actions;
   
• Overseeing Club facilities;
   
• Making operational decisions as necessary.
   

A simple majority is required to carry votes unless otherwise specified. The President casts the tie-breaking vote.

Only the Executive Board may enter into contracts or legally bind the Club.
Any contract must be approved by Executive Board vote. The President shall sign on behalf of the Club in an official capacity, with no personal liability.

The Annual General Meeting (AGM) shall occur between August 1 and September 1 each year. Members shall be notified at least two weeks in advance.

Special General Meetings may be called by the President or a majority of the Executive Board for elections or urgent matters.

Elections shall be conducted by secret ballot unless unanimously approved for voice vote. The Secretary tallies results, except in elections for Secretary, which shall be managed by the Vice President.

The Bylaws may be amended by a majority vote of the Executive Board. A quorum (50% of Executive Board members) is required to vote.

Amendments may be proposed by the Executive Board or by petition from at least 25% of voting members. Proposals must be submitted at least 40 days prior to the meeting and shared with the membership at least two weeks in advance.

Amendments to the Constitution require a two-thirds (2/3) majority vote at a General Meeting.

In the event of dissolution, assets shall be distributed for one or more exempt purposes as defined in Section 501(c)(3) of the Internal Revenue Code, or to the federal, state, or local government. Any remaining assets shall be disposed of by a court of competent jurisdiction, exclusively for such exempt purposes.

Any officer or director with a financial or personal interest in a matter before the Board must:
(a) Fully disclose the nature of the interest; and
(b) Abstain from discussion, lobbying, and voting on the matter.

Approval of such transactions requires a majority vote of disinterested directors and must be recorded in the meeting minutes, including the disclosure and rationale for approval.