1.0  CONSTITUTION OF THE PACIFIC NORTHWEST RUGBY FOOTBALL UNION

1.1 NAME OF THE UNION: The name of the organization is the PACIFIC NORTHWEST RUGBY FOOTBALL UNION, hereinafter referred to as “the Union,” or PNRFU.

1.2 OBJECTIVES AND POLICY OF THE UNION: The objectives and policy of the Union are as follows:

1. The promotion, encouragement, and growth of the sport of Rugby Union Football in all its aspects within the region of Washington, Oregon, Idaho, and Montana, known collectively as the “Pacific Northwest States of the USA”.

2. To ensure that the playing of Rugby Union Football within the Pacific Northwest States is carried out in accordance with the Laws of the Game of Rugby Football as framed by the International Rugby Football Board.

3. To represent the interests of its members to the Pacific Coast Rugby Football Union (PCRFU), and through the PCRFU to the United States of America Rugby Football Union (USA Rugby).

4. To coordinate all affairs among its members.

5. To acquire property and funds in order to carry out these objectives and to dispose of it as described in the section 1.8.

1.3 MEMBERSHIP: The membership of the Union consists of clubs and individuals divided into various categories and these are:

1. Full Members:

a. Full Member Clubs of the Union shall comprise clubs that are situated within the Pacific Northwest States and whose clubs have been playing rugby for at least one full year before applying for Full Membership, or who have been accepted as an associate member and attends the annual scheduling meeting. Each Full Member Club shall cast one ballot for each vote of the Annual General Meeting of the Full Membership of the Union.

b. Individual Full Members are those individuals who are in full compliance with the requirements of USA Rugby’s Club and Individual Participation Program, and dues to PNRFU and PCRFU are paid in full.

2. Associate Members - Associate Members are newly formed or returning established clubs, situated within the Pacific Northwest States. These clubs are eligible for elevation to Full Membership after having competed as Associated Members for one full year, or attend the annual scheduling meeting.

3. Honorary Members - Honorary Members are those:

a. Members of other rugby unions who are invited to play in games or tournaments sanctioned by the Union during the period of their stay in the Union.

b. Past players or individuals of distinction with whom the Full Membership at the Annual General Meeting desires to honor by election to Honorary Membership.

4. Affiliate members are organizations other than the Full, Associate, or honorary members of the Union who are be affected by and provide input to the operation of the Union

a. Organizations directly affiliated with the Union and provide specialized benefits to the Union, such as the Referee Society.

b. Organization with a specific area of interest that does affect the entire Union, but needs to be able to represent the Union for that specific area, such as committees or groups set up to work with local metropolitan areas to develop and schedule fields.

c. Other organizations desiring to be affiliated to the Union due their own requirements. It is anticipated that this provision would most likely be used initially for collegiate programs that go Varsity, but still must be recognized by USA Rugby as a club.

5. Application and Election to Membership - Application for election to membership is made in the manner specified in the section 2.1 of the Bylaws of the Union.

a. Election to Full or Associate Membership of the Union is by a simple majority of the Full Members at the Annual General Meeting.

b. Election to Honorary Membership of the Union is by 2/3 majority of the Full Members at the Annual General Meeting or 2/3-majority vote of the Executive Committee of the Union.

c. New clubs desiring Interim Associate Membership after the Annual General Meeting of the Full Membership may be temporarily accepted by a 2/3 vote of the Executive Committee. Actual election to Membership shall be done at the Annual General Membership.

d. Application for affiliate membership: `Affiliate membership will be made on a case-by-case basis. The executive committee will determine the requirements for memberships into the Union

(1). The liaison contact for the organization will contact the executive committee. The liaison will provide the executive committee with information regarding the organization, structure, and the leadership. Additionally, the liaison will provide the justification/rationale for joining the Union as an affiliate member. Notification should be in writing (e-mail is acceptable), and a copy of any such notification will be kept on file with the Secretary.

(2). Based on the information provide, a majority vote of the Executive Committee will establish the specific requirements for Affiliate Membership.

(a) As a general rule, an organization desiring affiliate membership will have some sort of governing document and structure best suited for its purpose, and will provide a liaison point of contact to the Union.

(b) Affiliate members whose charter/purpose affects the entire whole Union will be accepted for membership by the vote of the Full Members in Good Standing at the AGM.

(c) Affiliate members whose charter/purpose effects only certain members of the Union will be accepted for membership by the vote of the Full Members in Good Standing at the AGM by those who are directly affected.

(e) Purely commercial or political organizations will not be accepted as affiliate members of the Union.

6. Termination of Membership - Any member of the Union is liable to change, suspension, or termination of its membership status by the Full Members at the Annual General Meeting if it is determined that:

a. The member’s subscription to the Union is more than one year in arrears.

b. The member does not maintain a fixture list to the satisfaction of the Full Membership.

c. The member fails to abide by the Constitution and Bylaws of the Union.

d. The member does not conform to any directives by the Full Membership, or the Executive Committee as to its standard of play, administration, or general behavior.

e. The final change of status, or termination, of membership shall require 2/3-majority vote of the Full Members at the Annual General Meeting. In the interim, suspension and change of status may be affected as a result of action by the Disciplinary Committee and review by the President.

f. Expulsion of members will be per section 1.11.

7. Members in Good Standing: In order to participate fully in the Union, a club must be in “Good Standing.” To be considered a member in good standing, a club must meet the following criteria:

a. Full, Associate, and Interim Associate Member clubs must have no financial obligation against them. Financial obligations include dues (PNRFU, PCRFU, USA Rugby), CIPP compliance, referee fees, clinic fees for coaches and referees paid for by the club, and tournament fees. Financial obligations must be paid in full. As an alternative, partial payment and a written payment schedule approved by the Executive Committee and implemented by the Treasurer on a case-by-case basis may be acceptable for fulfillment of financial obligations.

b. New Clubs that are not already recognized as Interim Associate Members desiring membership before the AGM have no financial obligations. Once they have been elevated to Associate, or Full Membership, the new clubs incur the same financial obligations as any club in the Union.

c. Clubs must not have Disciplinary Committee action against the club unless pending actions are under review by both the Disciplinary Committee and the Executive Committee.

d. Seniors Division Clubs directly sponsor a youth rugby program.

e. Club is actually fielding teams as required.

f. Collegiate Clubs are duly recognized by their sponsoring schools. Collegiate teams losing school sponsorship may apply to the Union for transfer into the lowest senior division appropriate.

g. Combined Services Committee (military) teams are paying the CSC dues for the military players.

1.4 ANNUAL GENERAL MEETING: The Full Members at the Annual General Meeting administer the affairs of the Union. The attendance at the Annual General Meeting is composed of one representative of each Full Member in good standing of the Union, a representative of the Referee’s Society, and the Executive Committee. The President is the chair of the Annual General Meeting. The vice President of the Union assumes this function in the President’s absence.

1.5 COMMITTEES: There are two types of committees: ad hoc and permanent. The membership of the committees is invited by the Chairman of the particular committee, except for the Executive Committee, which is elected by the Full Members at the Annual General Meeting. Membership to these committees is subject to the Bylaws of the Union and to any directions given by the Full Members at the Annual General Meeting or Executive Committee. For ad-hoc committees, the President reserves the right to place restrictions on the committee.

1. Ad Hoc Committees - Ad Hoc Committees are appointed to complete specific projects within a given period. The chairman of a temporary committee can be appointed either by vote of the Full Members at the Annual General Meeting or by action of the President.

2. Permanent Committees - Permanent Committees have a continuing existence. The nature and responsibilities of permanent committees are defined in the Bylaws of the Union. The chairmen of permanent committees are elected by the Full Members at the Annual General Meeting of the Union and hold the position until the next Annual General Meeting or until they resign, whichever occurs first. In the case of a resignation, a temporary Chairman may be appointed by the Union President for the remainder of the term of office.

3. In general, Committees cannot take any action on behalf of the Union unless this Constitution and the Bylaws of the Union specifically permit this action, or unless a specific resolution of the Full Members at the Annual General Meeting has authorized it. Alternatively, the committee has been authorized by the Executive Committee to act in their behalf in matters that are appropriate for delegation to the committee.

1.6 EXECUTIVE COMMITTEE: The Executive Committee of the Union consists of the Union elected officers.

1. Members of the Executive Committee will be elected at the Annual General Meeting in January, but the turnover will not occur until the following June.

2. 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 and Bylaws of the Union, or of specific directives of the Full Members of the Union.

3. 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.

1.7 EXECUTIVE OFFICERS: The Executive Officers of the Union are the following:

1. President

2. Vice President

3. Executive Secretary

4. Treasurer

5. A past President - an open honorary position. It is not elected nor is considered for quorum purposes

If an office becomes vacant, the President appoints 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.

1.8 ACCOUNTS

1. The Treasurer keeps the account books as the true and official record of all the Union’s financial matters. The Treasurer provides a financial statement at all regular Executive and General Meetings, and must provide a copy of the financial report of the Union to all Full, Associate, and Honorary Members upon request. The President and Treasurer each have single signature authority on the Union’s financial accounts. It is the Union’s goal to be financially self-supporting by dues, income, donations, and endowments. The primary source of income for the Union is through the subscriptions (dues) of Full and Associate Members. Additional sources of income include:

a. Any net profit (after payment of all proper and relevant outgoing expenses) derived from any tournament, match, or other function organized by the Union

b. That part of any net profit (after payment of all proper and relevant outgoing expenses) that is due the Union by prior agreement and is derived from any tournament, match, or other function organized by the Union in cooperation with any other not-for-profit group.

c. Any grants, subscriptions, or donations if they are made in such a way their disposal are fully under the control of the Union.

d. Assessments of members for tournaments, matches, or other events held within and around the Pacific Northwest States.

2. In the event that it becomes necessary to discontinue, the activities of the Union as presently constituted; a 2/3-majority vote of the Full Members at the Annual General Meeting may dissolve the Union. Under such circumstances, the net assets of the Union, after discharging or making provision for all liabilities, pass equitably to delegate members possessing either state, or federal, non-profit status. If no non-profit status members exist, then the assets pass intact to any new Union formed with the objectives listed in Article 1.2, if such a Union is a non-profit organization, and that its Constitution and Bylaws contain a provision that prevents its assets passing to its members.

3. In the event that no such organization exists per section 1.8.2, then the assets of the Union shall go to the Pacific Coast Rugby Football Union, USA Rugby, or the United States Olympic Committee, or some similar body engaged in the active development of amateur sport. Final disposition of funds for these organizations will be determined by a 2/3 vote of the Full Members at the same time as the dissolution vote.

1.9 MEETINGS

1. Annual General Meeting - An Annual General Meeting (AGM) of Full and Associate Members of the Union is to be held annually in January at a location relatively midway between Seattle, WA and Portland, OR. The Executive committee shall determine the exact date and time. Notice of the time and place and the agenda for the meeting is sent to each Full and Associate Member not less than ten and not more than sixty days before the date of the Annual General Meeting. This notification shall be via either United Postal Service or electronic mail. The agenda consists of:

a. Call to Order by the presiding officer

b. Roll Call and Declaration of Delegates

c. Reading and approval of the minutes of the last Annual General Meeting

d. President’s Report

e. Financial Report by the Treasurer

f. Committee Reports

g. Discussion of Policy Memoranda.

h. Consideration of Constitutional Amendments

i. Consideration of Applications for Membership to the Union

j. Election of Officers

k. Election of Committee Chairmen

l. Old Business

m. New Business

n. Approval of the Budget for the upcoming year

o. 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. If a written request is received from a simple majority of the Full Members of the Union in good standing, a Special General Meeting may be convened. Notice of the time and place is sent to each Full Member not less than ten and not more than sixty days before the date of the Special General Meeting.

1.10 QUORUM AND PROCEDURES: A quorum at all properly convened General Meetings is the majority of the Full Members of the Union in good standing.

1. Each Full Member in good standing of the Union has a single ballot for each vote. The chair of the meeting has a single vote that will be used only to break an otherwise tied vote. A full member club is a club that is recognized by USA Rugby as unique entity. It is recognized that in the club structure common in PNRFU, many clubs may have teams that are part of the club organization and are considered clubs by USA Rugby. An example of this type of organization is a club that sponsors a senior men’s team, a women’s team, and a youth team. Each of these teams is considered a Full Member club providing that all other requirements are met.

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 and the Bylaws of the Union.

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”.

5. Each Full Member Club shall assign one individual to serve as its Delegate at General Meetings and inform the Union of such appointment. This Delegate shall vote on behalf of its membership.

6. Constituent members are required to send a representative to the AGM. Proxies may be only through a written request and held by the divisional coordinator. Proxies are not a substitute for attendance. Failure to attend two consecutive General Meetings by a Full Member shall result in the action by the Disciplinary Committee

1.11 DISPUTES AND EXPULSION: Any dispute arising between Members of this Union is heard and adjudicated by the Union through the Executive Committee, or designated disciplinary body. A Full, Associate, or Honorary Member can be expelled from the Union for any reason, by a vote of three fourths of the Delegates present at an Annual General Meeting.

1.12 DISCRIMINATION: No Full, Associate, or Honorary Member Club can refuse membership or otherwise discriminate against any person on the basis of race, creed, sex, national origin, sexual orientation, or handicapping condition. Representative team members are to be selected based on skill and ability exclusively. A player’s gender shall be a consideration only when a representative team specific to that gender exists. The International Rugby Board policy prohibits mixed gender contact teams

1.13 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 section 1.9.

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 to make 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 section 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, both the Executive Secretary and 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.

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2.0 BY-LAWS OF THE PACIFIC NORTHWEST RUGBY FOOTBALL UNION

2.1 APPLICATION FOR MEMBERSHIP: When any club is formed within the area of the Pacific Northwest Rugby Football Union for the purpose of playing Rugby Union Football, then this club must make written application for recognition to the Executive Secretary of the Union.

1. If the club is formed for the purpose of playing only touring games, or in tournaments, or to accommodate a specific class of players, then the application should be made to the Executive Secretary of the Union.

2. The application to PNRFU must contain the names and addresses of the officers of the club and details of any scheduled games. The nature of the desired membership of the club should also be described. At this time, the candidate club must also submit team colors, jersey pattern, and mascot. The Executive Committee of PNRFU may draft an application on behalf of a candidate for Honorary Membership status. The Executive Secretary must submit applications for membership at the next regularly scheduled the Annual General Meeting.

3. Applicants are considered for membership at the next the Annual General Meeting. The Executive Secretary must submit all completed applications to the membership for vote. In case of applications for Honorary Membership, the Executive Committee may elect to vote on the matter at a properly convened meeting of the Executive Committee. This action is reported to the membership at the Annual General Meeting.

4. If the club is a special organization for playing one or more specific games, then it will become an Honorary Member of PNRFU for the period necessary to play the specified games.

5. If the club is a special organization for accommodating a specific class of player, then the club will come an Honorary Member of PNRFU as long as the club adheres to the policies and objectives of PNRFU, or until the club becomes obviously inactive.

6. If a club makes application for Associate Membership, the Executive Committee reviews and votes at a properly convened Executive Committee Meeting and reports the results at the next General Meeting. A 2/3 majority elects a club to Associate Member status.

7. The status of all Associate Members is reviewed by the Executive Secretary before each Annual General Meeting of the Union. The Executive Secretary shall recommend to the Full Membership meeting at the Annual General Meeting which clubs who are to be considered for continuing membership. Clubs will be accepted into Full Membership of PNRFU by majority vote of the Full Members at the Annual General Meeting.

8. Any Member Club that is affiliated with the Union can end its affiliation only with the permission of the Full Membership. This will be granted automatically, if the Member Club has no obligations between Members of the Union.

9. A-Division Men’s Clubs are required to field an A-side and a B-side as well as sponsor a high school youth program.

2.2 REFEREES’ SOCIETY: The Union will have associated with it a referee’ society, which has the responsibility for recruiting, training, certifying, and assigning referees for games hosted by Members of the Union. The referees will have a written codified process to fulfill these requirements.

2.3 DISCIPLINARY COMMITTEE: The Union will form a disciplinary committee to handle disciplinary problems associated with the behavior of the clubs and individuals (players, coaches, officials, and referees) of the geographical area of PNRFU. Where relevant, this activity could involve the cooperation of the disciplinary committee with the disciplinary committee(s) of PCRFU and/or USA Rugby. The Executive committee, who will have responsibility for insuring that a uniform system is developed with PNRFU, develops the nature of the disciplinary process.

1. The disciplinary system in PNRFU will be found in a process developed by the Executive Committee entitled: “PNRFU Disciplinary Policies and Procedures.”

2. In the case that an offending player’s club is not a member of the Union, then reports must be sent to the Disciplinary Committee of PNRFU by the referee of the match and the captain of the PNRFU club also involved in the match. In that event, the Disciplinary Committee will act on the Union’s behalf with the offending club’s Local Area Union.

2.4 SCHEDULING: The Union reserves the authority to schedule league fixtures for the clubs who are members of it. The Executive Committee is responsible for establishing the schedules, and may assign such responsibility. No game for the coming year with a non-member of the Union is fixed before the establishment of the Union’s schedule of fixtures. The Executive Committee shall publish the PNRFU club schedule by 1 June for the upcoming rugby season, or within thirty days of the Divisional Fixtures Scheduling meetings.

1. League fixtures will be developed for each division.

2. Sunday matches may be an acceptable alternative to any scheduling conflicts for Collegiate and Senior clubs.

3. All scheduling conflicts have to be resolved no later than three weeks before the match. The Vice President is the final arbiter of all scheduling conflicts. The Union will establish a process for forfeiture of games.

4. Each Division shall determine the means in which its teams advance to higher-level competition.

5. Schedules are developed by the divisions and the Vice President, as the representative of the Executive Committee, at a Fixtures Scheduling Meeting to be held after the completion of the spring season and published within 30 days of the meeting.

6. Should the schedule fail to be developed at the Scheduling meeting, the Vice President will unilaterally establish and publish a binding fixture schedule.

2.5 DUTIES AND RESPONSIBILITIES OF THE OFFICERS:

1. President - The President of the Union is the Chief Officer of the Union and shall have general and active supervision over the business of the Union and over its several officers and members. The President’s authority, however, is subject to the control of the Full Membership at the Annual General Meeting.

a. The President shall call and preside at General Meetings of the Union and meetings of the Executive Committee.

b. The President shall fill vacant offices of the Executive Committee as they arise by appointment. He shall form and commission appropriate committees to carry out the goals specified by the Members of the Union.

c. The President is an ex-officio member of all committees.

d. The President shall represent the best interests of the Union, its Members and individuals therein, and of Rugby Union Football in general to the PCRFU and the USA Rugby.

e. The President shall assure that the disciplinary policies of the Union are fully executed. He shall do so through an authorized committee.

2. Vice President - The Vice President shall assist the President and other members of the Executive Committee to attain the objectives established by the Full Membership at the Annual General Meeting.

a. The Vice President shall assume the responsibilities of the President in his absence.

b. The Vice President shall assure the timely preparation of the schedule of match fixtures for the Union.

c. The Vice President shall assure the appropriate and timely selection of Representative Teams affiliated with the Union.

d. The Vice President shall serve as the Insurance Liaison for the Union.

e. The Vice President shall serve as the Chairman of the Disciplinary Committee.

3. Executive Secretary - The Executive Secretary shall assist the President and other members of the Executive Committee to attain the objectives established by the Full Membership at the Annual General Meeting.

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, or the World Wide Web.

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, and other records of importance to the Union.

f. The Executive Secretary is responsible for updating the Constitution and Bylaws, and Disciplinary Policies and Procedures of the Union, as approved by the Union.

g. The Executive Secretary shall assure that all tours into and out of the Union involving a Member are properly sanctioned.

h. The Executive Secretary shall properly inform, correspond, review, and forward for action by the Annual General Meeting, all applications for Membership to the Union.

4. Treasurer - The Treasurer shall assist the President and other members of the Executive Committee to attain the objectives established by the Annual General Meeting.

a. The Treasurer shall 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.

b. The Treasurer shall 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.

c. The Treasurer shall submit a written report of the status of the Union’s financial position at the Annual General Meeting.

d. The Treasurer shall make recommendations to the Union regarding budgeting, dues and subscription allocations, assessments, and other financial policy.

e. The Treasurer shall assure the safe and legal operations of the activities conducted by and within the Union. He shall do so by committee.

2.6 PERMANENT COMMITTEES

1. Executive Committee - The Executive Committee is comprised of those officers and others as described in the Constitution of the Union.

a. 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. He may not vote.

b. The Executive Committee shall have the right to act on behalf of the Annual General Meeting to the extent specified in the Constitution of PNRFU, and when not in contravention to the directives of the Annual General Meeting.

2. Disciplinary Committee - The Disciplinary Committee is responsible for the review and adjudication of all disciplinary matters of the Members of the Union and individuals therein. The President is the final arbiter in all disciplinary matters.

a. All formal complaints against the behavior of any Member of the Union are sent in writing to the Chairman of the Disciplinary Committee. All complaints are reviewed and responded to in the manner described in the PNRFU Disciplinary Policies and Procedures.

b. All complaints dealt with by the Disciplinary Committee are reported to the Annual General Meeting at each General Meeting.

c. The Chairman of the Disciplinary Committee is appointed by the President and ratified by the Executive Committee. He shall serve in that capacity until the next Annual General Meeting, or until he resigns, or until he is recalled by a two-thirds vote of the Annual General Meeting at a scheduled General Meeting

3. Safety and Legal Committee - The Safety and Legal Committee is responsible for reviewing all matters dealing with the safety and legality of all matters of the Union and its membership. They are responsible for recommending policy to the Union, and reporting violations of Union Policy.

a. All issues of concern are brought to the attention of the Safety and Legal Committee.

b. The Chairman of the Safety and Legal Committee is appointed by the President and ratified by the Executive Committee. He shall serve in that capacity until the next Annual General Meeting, or until he resigns, or until he is recalled by a two-thirds vote of the Annual General Meeting at a scheduled General Meeting.

c. The Treasurer shall serve as a member of the Safety and Legal Committee, along with other members co-opted by the President and Chairman of the Safety and Legal Committee.

d. Due to the overlap of issues, the Safety and Legal Committee responsibilities may be taken by the Disciplinary Committee with a 2/3-majority vote of the Executive Committee.

 2.7 SUBSCRIPTIONS (Dues): The subscriptions for Full and Associate Members of the Union are proposed by the Treasurer of the Union at the Annual General Meeting of the Union. It is approved by a majority vote of the Annual General Meeting.

1. All Members of the Union at the time of the Annual General Meeting are liable for the dues subscriptions, levies, and assessments established by the Union. Clubs and player’s insurance programs have to be subscribed to.

2. All Members who come into Membership after the time of the Annual General Meeting are liable for dues subscription, levies, and assessments established by the Union in a pro rata fashion, as approved by the Executive Committee. Clubs and player’s insurance programs have to be subscribed to.

3. Dues payments are due to the Union in full payment for the Membership year. The payment is due to the Treasurer by October 1 of that year. The Membership year is from September 1 to August 31.

4. Any Full Member of the Union whose dues are not current at the time of a General Meeting of the Annual General Meeting shall not vote.

5. Any Associate or Full Member of the Union whose dues are not current at the time of a General Meeting of the Annual General Meeting is assessed $25.00 for its delinquency. Such assessment shall continue per month until all dues and delinquency assessments are paid.

6. Any delinquent Member shall, for the duration of its delinquency, lose its right to vote at General Meetings; have individuals participate in any representative play; or participate in any tournament, match, or other activity sanctioned by the Union.

7. The dues for the PCRFU and the USA Rugby are collected at the time of CIPP registration, with USA Rugby. Such dues subscriptions is due at the same time as those of the Union, and is included as necessary payment of dues to the Union, except as described by the Constitution and Bylaws of the Union, the PCRFU, and the USA Rugby.

8. All tournaments and other events sponsored by a Member of the Union are liable to assessment, as the Executive Committee shall decide. Related charges are consistently assessed to all Members of the Union. Each Member of the Union sponsoring a tournament or other event shall notify the Treasurer as to the date, time, location, participants, and nature of the event before the event happening. The Treasurer shall notify the Member as to the appropriate assessment for the event. Approval of the event shall lie with the Executive Committee of the Union and is required before the event.

2.8 DIVISIONAL PLAY AND REPRESENTATIVE ACTIVITIES:

1. Divisions: The union may be sub-divided by the vote of the full members of the union into as many Divisions as is deemed necessary to more effectively administer the business of the Union. The members of each division shall be responsible for determining the competitive structure and requirements for that Division. When deemed to be in the best interest of the Union, the full members of the Union may impose requirements on a Division. The following Divisions are established:

 a. Senior Club Men’s

b. Senior Club Women’s

c. Collegiate Men’s

d. Collegiate Women’s

e. Youth

These divisions may further sub-divided to take into account second, or third, level divisions.

2. Coordinators: Each division of the Union shall have a coordinator elected by the members of the clubs within the division. The coordinator shall be the administrator for the division and may represent the Division at Union meetings, and vote the proxies of the Division club members. The Coordinator’s duties shall include:

a. Assisting the Vice President in the scheduling of matches

b. Coordinating the Division activities within the Union

c. Assisting the disciplinary Committee with the disciplinary process within a Division

d. Act as a liaison with the Referee society

e. Supervising the financial matters within the Division

f. Act as primary point of contact for a Division.

Each division may establish an administrative structure, as it deems necessary. This includes the election of Divisional officers and the establishment of committees.

3. Representative Sides: The Union shall field such representative side as the Union by vote of the full members deem necessary to further the sport of rugby, to further the precepts of the Union constitution, and to meet the requirements of Pacific Northwest and Pacific Coast Rugby Football Unions. Each division may have a representative side, as it deems necessary. The Executive Committee of the Union will select a Representative Sides Administrator who acts with the Executive Committee for the selection, training to include selection of a coach, and fixture scheduling for each Representative side.

POLICY MEMORANDUM #1, Rev C                                                                       3 Dec 2008

From: Executive Committee, PNRFU

To: Distribution

Subj.: Establishment of Policy in the Pacific Northwest Rugby Union

Encl.: (1) Memoranda Format

           (2) Policy Memorandum Log

1. This memorandum provides the general and specific requirements for the development, implementation, and revision of policy in PNRFU. The purpose of the policy memorandum is to provide concise and clear guidelines for implementing the requirements of the Union Constitution and the actions of the Executive Committee.

2. Policy not specifically addressed in the Union constitution will be developed and implemented through a formal “Policy Memorandum” signed by the President of the Union as the representative of the Executive Committee.

3. A Policy Memorandum will only be good from the date of issue to the next Union AGM in two years. At that time, a determination to reissue the policy will be made. If the memorandum is not reviewed (or accepted by a vote with no review), at the AGM, that policy memorandum is no longer in effect. All approved policy memoranda will be reissued at the start of the new Union Officer’s term in June. In the interim, the Executive Committee may revise existing Union policy by revising the existing policy memorandum.

4. Any member of PNRFU may suggest or policy, and or policy revision. The originator shall prepare, proof read, and present the proposed policy to a member of the executive committee for review and comment. A preliminary copy may be routed to other members of the Executive Committee for initial comments. When all initial comments have been reviewed and incorporated, the proposed policy is presented to the Union Secretary who will ensure that it is formatted correctly, issue it a policy number, and then forward it to the Executive Committee. This may be done at a scheduled Executive Committee meeting, or via electronic mail. If the proposed policy is accepted by the Executive Committee for implementation, the Union President will sign it and forward the original to the Union Secretary to maintain.

5. The originally signed Policy memorandum will be maintained by the Union Secretary in a Binder. This will be the “official copy” of the memorandum. If there is a conflict between differing texts of a policy memorandum, the originally signed copy will be used.

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The secretary will maintain electronic copies of the policy memorandums. Policy Memoranda will also be available for download from the Union website at www.pnrfu.com. Clubs and Union officials will receive a copy of each memorandum via electronic mail.

6. Review of existing and proposal of new policy shall be an agenda item for the Annual General Meeting held in January.

7. Changes in policy may be announced by electronic mail, but they do not become effective until a policy memorandum has been signed.

8. The Union Constitution is a stand-alone document that has an instrument of implementation, the Union Policy Memoranda, for use by the Executive Committee. Policy memoranda, however, are not intended to replace necessary changes to the Union Constitution.

9. Point of Contact is Mike Ferris, PNRFU Secretary, E-mail pnrfusecretary@yahoo.com

10. Revisions:

a. Revision A: The purpose of this revision is to change the master list of policies to include several new subjects, and to make minor corrections to the format template.

b. Revision B: Updates the President’s signature, the union webpage, and the point of contact E-mail. Additionally this revision:

(1) modifies the master list of policies.

(2) clarifies the period a memoranda is in force

(3) clarifies the copy of the memoranda is considered the “official copy.”

(4) removed requirement that all memoranda originating from the Executive Committee follow the format of this policy.

(5) clarifies requirement that all policy memoranda be reviewed and reissued annually.

(6) clarifies intent of Policy Memoranda.

c. Revision C: Updates the President’s signature, the union webpage, and the point of contact E-mail. Additionally this revision:

(1) clarifies the copy of the memoranda is considered the “official copy.”

(2) clarifies the period a memoranda is in force ( 2 years).

(3) modifies the master list of policies.

J.Shelton

PNRFU President

Copy to: Union Website & Executive Committee                                                                                        

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Enclosure (1)

Memorandum Format                                                                                             Date

POLICY MEMORANDUM #X

From: Originator of memo

To: Name, Position, Organization

Subj.: FORMAT FOR POLICY MEMORANDA

Ref: (a) Organizational document: “Title,” of, xx xxx xx

(b) Published document: “Title,” Author

(c) Telecom, “subject,”" of xx xxx xx

(d) E-mail, “subject” of xx xxx xx

Encl.: (1) same format as for references

(2) Sketch: “Sketch Title.”

1. The first paragraph should be a basic introduction.

    a. Subsections to the paragraph should follow this outline format

       (1) Wherever there is an “a” or an “1″ there needs to be a “b” or “2″

            (a)

2. The memorandum shall be written in Arial 12-point font with all margins to be 1″. The headers and footers shall be in Arial 10-point font. Each page shall have a footer with a page number, the Policy Guideline number, and the revision. This format is also suggested for use by the Executive committee when writing other memoranda. Both the policy memorandum number and the subject of the memorandum should be “boldfaced”.

3. When a revision is written, the final paragraph shall describe the revision. When possible, the location of the revised text should have a “change bar” in the right hand margin. Alternatively, the revised text can be simply “boldfaced”. The final paragraph (unless it is a revision and then it would be the second to last paragraph) shall indicate a Point of Contact and a Phone number. Enclosures shall have the same footer as the body with the addition of the Enclosure number.

First Name (or First Initial) Last Name

Title (optional)

Copy to: Organizations affected by, or organizations interested, in the memorandum.

“Copy to” should be on bottom of the last page of the memorandum.

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POLICY MEMORANDUM #2, Rev C                                                                       3 Dec 2008

From: President, PNRFU

To: Distribution

Subj.: GAME / MATCH FORFEITURES

1. Purpose: The purpose of this policy memorandum is to formalize the procedure for game and match forfeitures for teams within the Pacific Northwest Rugby Football Union (PNRFU).

2. Applicability: For this policy only scheduled league matches apply. While this policy is only applicable to league games, teams should abide by its provisions out of courtesy. As authorized by the 1999 constitution change, divisions may establish procedures applicable only to their division. Like any other policy established at division level, it may not be less restrictive then that established by the Union, but it may be more restrictive. The published Union schedule is paramount and when conflicts arise, the issues revert to the published union schedule. Schedules must be changed in accordance with Policy Memorandum #7.

3. When a team forfeits a scheduled match, the final score shall be recorded as 21- 0. The exception to this is a Voluntary forfeiture of the fixture and then playing the game.

a. This provision is generally used by teams with insufficient players to compete. This provision is not to be used by a team that has a sufficient number of players, but fears a significantly lopsided final score. At the outset of the match, the team declares a forfeiture to the other team and referee. Under this provision, the team must play a social match. The score shall then be recorded as 10 - 0. Whenever practicable the other team should provide additional players to fill out or make the teams even for the social match. The referee shall record the game as a played forfeiture.

b. The provision for a voluntary forfeiture does not compel a team with less than fifteen able players to forfeit the game. The opposing team, however, does not have to make allowances the team short of player. Additionally, the team short of players must still have on the field the USA Rugby mandated trained players.

4. Notification Requirements: Initial notification and confirmation of a game rests with the home team. If one of the teams plans to forfeit a league-scheduled fixture, it is that team’s responsibility to inform its opponent and the appropriate referee Allocator.

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The team forfeiting will specifically state that the team is forfeiting the match. Specific circumstances are:

a. One week (7 days) or more: Both teams are obligated to reschedule a date. Either the Union Vice President, or President, and Referee Allocator for the State in which the game will be played, shall be notified of the new date. This date will not be within 14 days of the division championship game, or the Pacific Coast championship, whichever is sooner.

b. Less than one week, but not later than Wednesday of the week of play: The team canceling must notify the referee scheduled for the game and the appropriate Allocator not later than 9:00 p.m. Wednesday night. Both teams must agree to reschedule or the team failing to meet its obligation for the scheduled match shall forfeit. Rescheduled matches will not be within 14 days of the division championship game, or the Pacific Coast championship, whichever is sooner.

c. Thursday evening notification not later than 9:00 p.m.: Thursday evening notification of cancellation does not require the rescheduling of a game and it is the option of the team not canceling as to whether or not they wish to reschedule or accept forfeiture of the fixture. Rescheduled matches will not be within 14 days of the division championship game, or the Pacific Coast championship, whichever is sooner.

d. After Thursday evening notification: Failure on the part of the Visiting Team to confirm the fixture with the Home Team shall automatically forfeit the match without the option to reschedule. The Home Team shall automatically record the score and notify the Union Vice President and the referee of the forfeiture.

e. Saturday morning notice, game day notice, or no show: The team not showing for a scheduled game, or giving same day of game notice of a forfeiture is subject to a $200.00 fine imposed by the Union. This fine shall be allocated as follows:

 (1) $100.00 to the opposition team for consideration,

(2) $100.00 to the Union to cover the officials expenses.

The President has the option of canceling the forfeiture debt for teams that make a good faith effort to keep the opposing team apprised of its team status, has to take a last minute forfeiture, and still plays the friendly match.

5. Other reasons for potential match forfeitures:

a.Team fielded a player who is still completing Disciplinary Committee imposed actions (probation, service, suspension, etc). The Vice President will make the determination if the actions are complete. This will be a 21-0 forfeiture.

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b. Team fielded a player who is not CIPP compliant. It is the responsibility of the team to prove CIPP compliance (copy of CIPP application, copy of card, copy of roster from USA Rugby database, etc). This will be a 21-0 forfeiture. As of the Fall 2002 season, the President shall appoint a CIPP compliance Officer for the Union. This officer shall develop and oversee the process for Union-wide compliance with CIPP requirements. The process will be concurred with by Executive Committee and published on the Union website (www.pnrfu.com).

c. Team played match while under Disciplinary Committee imposed action, when such action prohibits play. This will be a 21-0 forfeiture.

d. Team is not registered with USA Rugby. This will be a 21-0 forfeiture.

e. Referee determines that the behavior of the players on the field warrant the game being stopped. If, in the referee’s opinion, that one side is overwhelmingly the source of the misbehavior, that team will forfeit with a score of 21-0. If, in the opinion of the referee, both teams are equally at fault, then both teams forfeit with 0-0 score, and recorded as loss for both teams.

f. All match protests for the presence of a player must be made to the referee prior to that player stepping on the field to compete.

6. If a team forfeits any league matches, during that playing season. That team will not be eligible for post season play (PNRFU Playoffs, Pacific Coast Playoffs and USA Rugby Playoffs).

7. Appeal Procedures and Exceptions: Extenuating, or mitigating, circumstances for forfeiture and the consequences of forfeiture are dealt shall be dealt with through a review committee established by the Union President consisting of at least two other officers. The review committee shall and obtain statements from the affected parties, deliberate on the findings, and present a recommendation to the President for a decision. The President has the option of delegating the authority for this decision to the Vice President. The affected parities shall be notified within thirty (30) days in writing of the decision. All appeals shall be timely. Any appeals or facts to be considered under this process are considered untimely if received more than 15 days after the incident in question. All appeals shall be sent to the President. Notification of Appeal may be by either electronic mail or via facsimile. The actual appeal shall be via a written letter with an original signature mailed to the President. The appeal process may be initiated with the informal notification, but final decision shall not be issued until the formal appeal request is in the President’s hands. It is the obligation of the appealing team to contact the President to ensure that the appeal has been received. The decision is binding and failure to comply with the decision shall constitute a serious breech of the PNRFU Policy. The Team shall be suspended from further play within the Union and forfeit their Union standing.

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7. Point of Contact is Mike Ferris, PNRFU Secretary,

E-mail pnrfusecretary@yahoo.com

8. Revisions:

a. Revision A: During the course of the 1998-1999 season, it became apparent that the existing procedure as too narrow in its focus. While some of the causes for forfeiture are referred to in the Union policy for misbehavior, it is apparent that it is necessary to specify what actions result in a game forfeiture, and what the penalty will be.

b. Revision B: Changes the President of the Union for the signature.

Additionally this revision:

(1) establishes the position of “CIPP Compliance Officer”

(2) directs that individual to develop a process to ensure Union wide Compliance with CIPP requirements.

(3) clarifies the concept of “voluntary forfeiture”

(4) clarifies when a protest against a player is to be made.

c. Revision C: Updates the President’s signature, the union webpage, and the point of contact E-mail.

J. Shelton

PNRFU President

Copy to: Union Website & Executive Committee

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POLICY MEMORANDUM #3, Rev B                                                                        3 Dec 2008

From: President, PNRFU

To: Distribution

Subj.: Suspension of Players, Coaches and Clubs

Encl.: Delegated Authority of the Disciplinary Committee Chairman

1. The purpose of this memorandum is to establish policy in the Pacific Northwest Rugby Football Union (PNRFU) for the Suspension of players, coaches, and teams.

2. The President of the Union has the responsibility for disciplinary actions imposed in the Union. Therefore, any disciplinary action for clubs, teams, coaches and players may only be through the President of the Union with the guidance and recommendation of the Disciplinary Committee.

a. The President of the Union has delegated to the Vice President of the Union the authority to convene and chair a disciplinary committee that will include members of the executive committee.

b. A simple majority vote of the Committee members shall be required for a recommendation to impose a suspension.

c. The President of the Union has also delegated the authority to impose disciplinary actions in the name of the President based on the findings of the Disciplinary Committee to the Vice President of the Union. The President will automatically review any action based on the findings of the Disciplinary Committee.

3. Requests for suspension shall be written and addressed to the Vice President of the Union who will make the determination to convene a disciplinary committee. The request must be detailed and provide supporting information for the request. The initial request may be made by electronic mail. An original signed request shall be in possession of the disciplinary committee before the committee renders a final decision. Any person can present a case for suspension consideration. The Vice President reserves the privilege of suspending either coaches or players ejected from any game under the auspices of either USARFU or the BCRU without the need to convene a Disciplinary Committee

4. The committee shall consider the following when making a determination to impose a suspension:

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a. General merit (whether or not the request is frivolous)

b. Purpose and function of the suspension (whether or not the purpose is punitive or corrective in nature)

c. Severity of the purported incident

5. Parties shall be notified by the Vice President of the request for suspension and the basis of the request prior the convening and deliberation of the Disciplinary Committee. When the Club does not have valid contact information (club address, telephone number, and e-mail) listed with the Secretary of the Union, it forfeits the privilege of prior notification. Individual Coaches and Players shall be notified through their club. For the purposes of this memorandum, the following differentiation will be used: A team is an active single entity that plays within a unique organization as separate unit (Senior Men’s 1st Division B-side, Youth, Collegiate women’s A-side, etc.). A club is an administrative body that is made up of one or more teams that maintains control of them (insurance, CIPP, etc.). It is therefore possible for a team to be a club, such as many of the youth teams.

6. Parties involved (individuals, teams or clubs) are encouraged to participate in the deliberation process, but they have no vote.

7. Once a decision has been made, the Vice President shall immediately announce the findings and the disciplinary actions, if applicable, via electronic mail to the primary club contacts. As the higher authority in the Union, the President will automatically review the Disciplinary Committee’s findings and penalties. Anybody in the process may appeal the decision. Facts, extenuating circumstances, and mitigating conditions shall be in writing and sent to the President of the Union. Based on the information provided, the President shall make the determination to review the appeal. The President may decline to review the appeal, and the actions imposed by the Vice President will stand. If the President decides to review the appeal, three choices exist:

a. Accept the Vice President’s decision

b. Require the Disciplinary Committee to reevaluate the decision

c. Unilaterally change the decision

From the President of the Union, the appeal route is through the Disciplinary Committee of the Pacific Coast RFU and from there to the Disciplinary Committee of USARFU.

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8. Appeal Actions:

a. A party’s intent to appeal must be made within 48 hours of the imposition of the disciplinary action by the Disciplinary Committee. E-mail is acceptable for this notification.

b. Appeals must be in writing and received within 5 working days of the imposition of disciplinary action. Initial notification may be made via Email, but a hard copy with original signature is required to initiate the appeal review.

c. Disciplinary Actions imposed by the Chairman of the Disciplinary Committee shall be implemented immediately, unless indicated in the Disciplinary Action Letter, or by the President upon receipt of the intent of appeal.

9. When an individual is suspended, the player’s Club shall be notified. It is the responsibility of the Clubs to notify the individual and implement the suspension.

10. Clubs with subordinate Teams shall be notified of Team suspensions. It is the responsibility of the Club to notify the team officers, and oversee the implementation of the suspension.

11. Clubs shall be formally notified by the President of imposition of a suspension the President may delegate this authority to the Vice President.

12. Circumstances leading to suspension are generally in the areas of player misconduct and club failure to meet Union Obligations and Policies. Suspension action can include Game Forfeitures, Loss of League and USA Rugby Standings, and in extreme cases, lifetime bans in any capacity with USARFU.

13. Automatic Suspensions: Once a suspension has been imposed, clubs shall abide by the following table of offenses. The club shall report action taken to the Vice President to preclude PNRFU intervention. Clubs failing to take appropriate action are subject to suspension.

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Table of Offenses Guidelines for the Disciplinary Committee

Offense                            Disciplinary                             Action Remarks

Assault is a crime as perceived by the victim. Intimidation is a tactic in Rugby, but when a player has legitimate fear for life or limbs it moves into the area of simple assault. Under the law, assault can be simple verbal abuse to actual battery.

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14. Point of Contact is Mike Ferris, PNRFU Secretary,

E-mail pnrfusecretary@yahoo.com

15. Revisions:

A. Revision A: Changes the signature to the new President. In addition:

(1) The requirement for immediate notification of the clubs was added

(2) The scope of the Policy memorandum was expanded to include coaches.

B. Revision B: Update the President’s signature, the union webpage, and the point of contact E-mail.

J. Shelton

PNRFU President

Copy to: Union Website & Executive Committee

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Enclosure (1)

Delegated Authority of the Disciplinary Committee Chairman

The following list specifies the authority and responsibilities the President delegates to the Chairman of the Disciplinary Committee:

1. Review and disposition of all disciplinary reports

2. Imposition of punishment in accordance with guidance provided in this Policy Memorandum

3. Investigation of all cases involving reported disciplinary issues

4. Forwarding with recommendations and justification of all disciplinary actions and cases to the President in all matters involving whole clubs, specific teams, or any action formally reviewed by the Disciplinary Committee prior to the imposition of disciplinary action.

5. Reporting to the Executive Committee at Executive Committee Meetings, and the general Union Membership at the AGM on all disciplinary matters and actions taken by the Disciplinary Committee.

6. Establishment of a discipline and misconduct database to identify multiple offenders.

7. To bring to the attention of the Disciplinary Committee, matters that concern the good order and discipline of the Union.

8. Notification, in writing, if all actions taken to both the Union at large, and the Club(s) affected.

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POLICY MEMORANDUM #4, Rev B                                                               3 Dec 2008

From: President, PNRFU

To: Distribution,

Subj.: Misconduct by Players and Clubs

1. The purpose of this memorandum is to establish Pacific Northwest Rugby Football Union (PNRFU) policy relating to player and team misconduct. The scope of this policy includes whenever a player’s behavior, as a representative of the Union, brings discredit upon the Union. This includes behavior on and in the area of the playing field, other Union sanctioned events, and conduct towards other players, coaches, officials and spectators. For the purposes of this memorandum, the following differentiation will be used: A team is an active single entity that plays within a unique organization as separate unit (Senior Men’s 1^st Division B-side, Youth, Collegiate women’s A-side, etc.). A club is an administrative body that is made up of one or more teams that maintains control of them (insurance, CIPP, etc.). It is possible for a club to field one or more teams, and by the same token, for an independent team to be a club.

2. Player misconduct shall not be tolerated. It is appreciated that a club’s “culture” influences the behavior of both the players and spectators. As such, organizational misconduct shall not be tolerated either. When required, PNRFU shall discipline players, coaches, and clubs. That encourage, allow or permit, participate or initiate misconduct, broadly defined as “unsportsmanlike conduct” or flagrant disregard for the laws of rugby.

3. Generally after a player, coach, or club, has demonstrated a flagrant disregard for the laws of the game or “unsportsmanlike” conduct, Policy Memorandum #3 requirements for Disciplinary Committee action shall be initiated.

4. A significant example of “misconduct” is the failure of a player to be enrolled in the Club and Individual Participation Program (CIPP). A common reason for this is the inability to obtain health insurance. The player that is not enrolled in CIPP is not considered a rugby player in good standing in the USA and is ineligible to play, including representative side teams, and in championship and tournament fixtures. In addition, the club is at fault for allowing a non-CIPP player to play. This has major ramifications in terms of standings and insurance liability.

a. The general disciplinary action for playing a non-CIPP player in a Union sanctioned fixture, including social games, is a fine of $50.00 levied against the club for each non-CIPP who takes to the field.

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b. This $50.00 will be used to enroll the player in CIPP. This fine will not be used to defray any of the dues owed by the player to PNRFU, and PCRFU. The completed application must accompany the $50.00 for registration.

c. Fines for non-CIPP players increase for each incident: first incident - $50.00, second incident for the same player-$100.00, etc. Three repetitive fines for the same player shall subject the Club to suspension per Policy Memorandum #3 and forfeiture of League Standing.

d. Clubs found not to comply with Union Policies and playing non-union non-CIPP players continuously throughout the season or year are subject to action by the Union.

5. Another significant example of “misconduct” is “unsportsmanlike conduct” by both the players on the field and the coaching staff, as well as the spectators on the sidelines. It is recognized that Rugby is a full contact sport where intimidation is an accepted tactic. The line is crossed when intimidation becomes assault, verbal or physical (assault consummated by battery). Assault is a crime perceived by the victim as having a legitimate fear of life or limb. A good solid arm tackle is intimidation; a clothesline tackle is misconduct. The limits of behavior are defined by the Laws of the Game of Rugby. Referees have the authority and responsibility to police the game. Minor instances of misconduct can be taken care of using the “sin bin,” the expanded use of the “unsportsmanlike behavior penalty,” and tighter adherence to the laws. More major instances shall result in a player or coach being ejected from the game and suspension action initiated per Policy Memorandum #3

6. When “misconduct” by a player, coach, or club is construed, the offended party (player, coach, or club) shall submit the full name, club, contact information (home address, phone number, e-mail address, etc.), and CIPP number of the party or parties involved with a description of behavior or action to the Vice President of the Union within one week of the incident. This is in addition to the official referee report of the game were the misconduct is also noted. Additionally, any official or player, coach, may report incidents of misconduct to the Union through their club officials. Initial notification may be via electronic means (facsimile, electronic mail, telephone call, etc.), but the Disciplinary Committee will not be convened without an original signed request. This requirement is in addition to the requirement for the referees to note any player, coach, being sent off the field on their game reports to the President of the Referees Society.

7. Parties shall be notified by the Vice President of the report (request for disciplinary action) and the basis of the request prior the convening and deliberation of the Disciplinary Committee. When the Club does not have valid contact information (club address, telephone number, and e-mail) listed with the Secretary of the Union, it forfeits the privilege of prior notification. Individual players and coaches shall be notified through their club.

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8. Parties involved (individuals, teams or clubs) that are involved are encouraged to participate in the deliberation process, but they have no vote. Parties being considered for adverse action may have representation at the proceedings. It is the intent of the Disciplinary Committee to have an open hearing of the session. The parties involved may request a closed (personal) hearing and the Committee shall attempt to make reasonable effort to accommodate the request. As required, the Vice President may have committee meet in executive session to discuss the issues and merits of the case.

9. Once a disciplinary action recommendation has been forwarded to President, the affected parties may appeal the recommendation to the President within thirty days. Facts, extenuating circumstances, and mitigating conditions shall be submitted in writing and sent to the President of the Union. Based on the information provided, the President shall make the determination to impose, or not impose, a disciplinary action. In the event that the President is not available, the appeal shall go the next higher level being either the Pacific Coast or USA Rugby with a PNRFU endorsement for decision and appeal.

10. When an individual is disciplined, the player’s Club shall be notified. It is the responsibility of the Clubs to notify the individual and implement the disciplinary action.

11. Clubs with subordinate Teams shall be notified of Team disciplinary actions. It is the responsibility of the Club to notify the team officers, and oversee the implementation of the disciplinary action.

12. Disciplinary action reports shall be disseminated throughout the Union. Currently electronic mail shall be used. The Union web site will be the ultimate location to announce disciplinary actions.

13. This Memorandum describes administrative policy actions within PNRFU. These actions do not prevent the clubs from imposing disciplinary action on their own player, or initiate legal action for gross misconduct.

14. Referee misconduct shall be reported to the President of the Referee Society. The Referee Society will develop and implement a disciplinary policy and process for resolving alleged referee misconduct. The alleged referee misconduct will be resolved by the Referee Society as well as the imposition of disciplinary action.

15. Point of Contact is Mike Ferris, PNRFU Secretary,

E-mail pnrfusecretary@yahoo.com

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16. Revisions:

A: Revision A: Updates the President’s signature, the union webpage, and the point of contact E-mail. Additionally this revision:

(1) Adds coaches to the scope of the policy memorandum.

(2) Reserves the resolution of alleged referee misconduct to the Referee Society.

(3) Mandates the establishment of a Referee Society Disciplinary Process.

B. Revision B: Updates the President’s signature, the union webpage, and the point of contact E-mail.

J. Shelton

PNRFU President

Copy to: Union Website & Executive Committee

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POLICY MEMORANDUM #5, Rev C                                                            03 Dec 2008

From: President, PNRFU

To: Distribution,

Subj.: GENERAL UNION FINANCIAL POLICY

1. The purpose of this memorandum is to establish policy for the fees paid by all member clubs to the Pacific Northwest Rugby Football Union (PNRFU).

2. Referee fees.

a. Each member of PNRFU shall pay $75.00 (for senior and collegiate clubs) and $60.00 (youth clubs) per match per referee requested and provided by the referee society. This fee will be forwarded to the referee society. No referee shall be required to referee more than one (1) match per day, unless previously agreed upon for an approved tournament. Any referee who chooses to referee more than one match does so solely at his or her own discretion. The additional game fee will still be paid by host club. The host team has the option to use their level I trained team referee if it desires to forego paying for the additional game.

b. The fee structure for tournament play shall be pro-rated based upon the amount of time a referee puts in during the tournament, and based on the already established one match/80 minutes = $75.00 (essentially $0.9375 per each minute of playing time). This will enable the fee charged to the tournament organizer to be negotiated up before the event, based upon the tournament format, and expected number of matches.

Example: A 15’s referee working two (2) 20 minute half matches would accumulate 80 minutes of officiating or $75.00; a referee working four (4) 20 minute half matches would accumulate 160 minutes of officiating or $150.00; a 7’s referee working six (6) 7 minute half matches would accumulate 84 minutes of officiating or $78.75; etc.

c. All referee match fees shall be billed to each member club on a calendar year quarterly basis and shall be payable to “PNRRU” not later than thirty (30) days from the date of the billing mailing. Any member club that fails to pay its quarterly billing by thirty days from the date of mailing may be sanctioned by PNRFU as determined by the executive committee. Currently that includes referee services being withheld for future matches. This may result in the forfeiture of league matches.

d. PNRFU referee match fees, billed to member clubs, are dependent upon each referee submitting a timely match report to the PNRFU Vice President. Match reports not received within a given calendar quarter will be billed to member clubs with the next quarter billings. Match reports not filed in a timely manner will result in non-billings to the clubs which will result in non-payment to the referee(s) for their services.      

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3. Individual dues assessment (CIPP, PCRFU, PNRFU, etc)

a. CIPP dues for all members, including clubs, the referee society, and participants must be paid in full before the first match played. Starting Sept 1, 2008, Coaches and club administrators will be required to register with CIPP.

b. Dues Assessments (by category) are as follows: 

c. Additional assessments are required for referees, and military players. More information can be found at the USA Rugby Site (www.usarugby.org).

d. Dues for the PNRFU are established each year at the (Annual General Meeting) held in January. Dues for the PCRFU are announced each year at the AGM. USA Rugby dues are noted on the individual player CIPP forms.

e. As authorized in Policy Memorandum # 8, “Establishment of Divisional Policy”, Divisions may assess players or clubs to support the division. Currently only the youth division does this with a $15.00 assessment per player.

f. The Union will bill each team at the beginning of the PNRFU playing season September 1st. Clubs have until September 30^th to have all PNRFU dues paid in full.

4. Player Registration and Dues Payment process

a. CIPP forms (Individual Registration, Club Registration, and CIPP Coversheet) can be downloaded from the USA Rugby website (www.usarugby.org). The Union may develop its own forms for local assessments. Club CIPP representatives are strongly encouraged to maintain CIPP rosters of their own players.

b. USA Rugby CIPP and PCRFU dues and payments shall be sent to USA Rugby. The type of team noted on the CIPP form will determine dues requirements for PNRFU. Club administrators are reminded that USA Rugby dues are good for the academic year.

(September 1^st - August 31^st).

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c. Dues for PNRFU shall be sent to the Treasurer upon receipt of the assessment from the Union. Notification will be via e-mail to the official contacts for the team. Dues will be assessed based on flat fees.

d. The Union appointed CIPP person will review the USA Rugby site monthly and compare the number of players registered with each club.

e. It is the responsibility of the clubs to ensure that the club and individual CIPP forms are completed correctly and promptly forwarded to USA Rugby prior to the first game of the season, or the new player participating in matches. Clubs are required to maintain a copy of the forms sent to the USA Rugby until a player’s name has been added to the USA Rugby database.

5. Point of Contact is Mike Ferris, PNRFU Secretary, E-mail pnrfusecretary@yahoo.com

6. Revisions

a. Revision A, The purpose of this revision is to clarify referee dues and

CIPP requirements. The changes are extensive; hence, this is considered

A complete rewrite.

b. Revision B, This revision is considered a complete rewrite. Changes are

too extensive to warrant individual identification.

c. Revision C, Updates the President’s signature, the union webpage, the point of contact E-mail and the billing / dues amounts.

J. Shelton

PNRFU President

Copy to: Union Website & Executive Committee

Policy Memo #5

Rev C

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POLICY MEMORANDUM #6, Rev C                                                            03 Dec 2008

From: President, PNRFU

To: Distribution,

Subj.: GENERAL UNION REFEREE POLICY

1. The purpose of this memorandum is to establish policy for the interaction between the players of PNRFU and the officials of PNRRS.

2.  It is the intent of both the Union and the Referee’s Society to ensure that qualified referees are on the field for as many games as possible. As such, each senior team, collegiate team and youth team will provide a player per season to be trained as referees. Individuals trained as referees are not necessarily required to be placed on the Referee Society assignment rotation. The intent of the training and qualification in this situation is to ensure that if for any reason the assigned referee is not available, or the game is a “friendly” game or the game is a 2^nd Side or 3^rd side game there is still a trained referee on hand to officiate. This proviso is generally related to coaches who are also trained referees.

3.  There is a priority list for assigning referees to league fixtures. In order of priority are:

a. First Division, 1^st XV

b. First Division, Collegiate 1^st XV

c. Second Division, 1^st XV

d. Third Division, 1^st XV

e. Second Division, Collegiate 1^st XV

Youth match referees are scheduled based on availability. Scheduling of referees for tournaments is coordinated between the Referee’s Society and Tournament Director.

4. Referees will not be assigned to referee games where teams are not in “good standing” with the Union. The attributes for “good standing” are:

a. USA Rugby Compliant, as verified by the CIPP Compliance Officer established in Policy memorandum #2

b. Number of players - Team has sufficient players registered with USA Rugby to field number of sides for level of play.

c. Money owed to PNRFU - This includes PCRFU dues, PNRFU dues and Referee fees.

d. College Support - Letter from school that club is in good standing (Policy Memo #10)

e. Youth Support - Required of Senior Men’s (Policy Memo #9)

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f. No Pending Disciplinary Action - No pending individual and club actions from the Disciplinary Committee. School and Team Disciplinary actions not noted here (Policy Memo #3)

g. Referee Assessment - As specified in Policy Memo #5

Referees will be authorized to officiate friendly games, practice scrimmages, providing that the team is USA Rugby registered, and all the players who participate are registered with CIPP. Teams involved in these competitions will be required to schedule the referee themselves and provide CIPP compliance upon request from the referee.

5. Clubs that do not provide trained personnel to Referee pool are open to significant sanctions. The USA Rugby Football Union (USA RUGBY) requires that all matches in its jurisdiction, which lead to the playoffs in a nationally sanctioned competition, be refereed by a minimum of a Level 1 certified referee. If a club does not contribute to the Referee Pool, the sanctions are as follows:

a.  Home matches of the offending club shall not count and shall be listed as a forfeiture with actions dictated by Policy Memo #2 in force.

b. Visiting clubs should not play the game for risk of jeopardy their own insurance liability.

c. Clubs will be sent to the bottom of the allocation list.

6. The Referee Society provides training clinics and a certification process for referees with in PNRFU. All trainees shall be required to attend a certification clinic and at least one tournament to learn the techniques for refereeing. The clinic must be completed before the start of the season, and the tournament attended must be the first one scheduled after the clinic.

7. The home team shall notify the referee of the location and time of the match by 9:00 PM the Wednesday night before the match. Failure to do so may result in the sanctions outlined in Policy Memo #2 being implemented.

8. On the day of the match, the referee shall inspect the field for suitability and adherence to the Laws of Rugby. Local conditions may be taken into consideration (condition of the field, field size, and hindrances to the game like overhanging trees) when evaluating the field. The field shall have padded goal posts (minimum 2 inch thick padding with at least the bottom six feet of post protected) and a barrier line along both sidelines. The barriers should be at least five meters from the sidelines on both sides of the pitch and extended at least one meter beyond the tryline. Only the medical support (person with medical kit) may be within the barrier. Failure to provide the aforementioned items will result in the match not being refereed. The home team is directed to police the sidelines, both the physical barrier and the behavior of the spectators.

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9. Clubs will exchange player rosters before the start of the match. Team player rosters will note:

a. The club name

b. Player number or position

c. The first and last name of the player

d. The CIPP number

The club must be prepared to forward necessary information on demand to the Union CIPP Compliance Officer (Policy Memo #2) if requested. Clubs failing to provide a legible accurate roster to the other team are subject to forfeiture of the match.  

10. During the game, the Referee will note the score, instances of gross misconduct from either the sidelines or the players, and any player who is ejected from the game (name, jersey number and CIPP number). Policy Memo #4 deals with actions in regards to misconduct at Union sanctioned games.

11. After the game, the match report form will be completed for delivery to the Referee Society, or submitted via the Union Website Referee’s Section.

12. Game Fees for Referees are covered in Policy Memo #5. The completed match forms will be forwarded to PNRFU and Referee Society.

13. Alleged misconduct by referees shall be resolved and disciplinary action imposed, by the Referee Society per Policy Memo #4.

14. Point of Contact is Mike Ferris, PNRFU Secretary, E-mail pnrfusecretary@yahoo.com

15. Revisions

a. Revision A: This revision is considered a complete rewrite. Changes are too extensive to warrant individual identification.

During the course of the first full season that this memorandum has been issued several issues have arisen that need to be clarified.

b. Revision B: During the course of the first full season that this memorandum has been issued several issues have arisen that need to be clarified.

c. Revision C: Updates the President’s signature, the union webpage, and the point of contact and E-mail.

J. Shelton

PNRFU President

Copy to: Union Website & Executive Committee

Policy Memo #6

Rev C

Page 3 of 3

POLICY MEMORANDUM #7, Rev B                                                                      03 Dec 2008

From: President PNRFU

To: Distribution

Subj.: MATCH SCHEDULING POLICY

1. The purpose of this memorandum is to establish the PNRFU policy regarding scheduling of League Matches.

2. The Vice President is responsible for establishing and coordinating the PNRFU League Scheduling process.

3. The respective PNRFU Coordinators (Collegiate, Women’s, etc.) shall assist with the development of match schedules.

4. The Vice President shall establish and hold an annual scheduling conference for developing the Union League Match schedule. This meeting shall be used to establish the basic schedule and resolve scheduling issues. The entire annual PNRFU schedule shall be developed and submitted to the President, Members of the Executive Committee and Referee Society for dissemination and action as required. Official league schedules will be published under the authority of the Vice-President. The process to develop the schedule used is at the discretion of the Vice President and may include direction to the division coordinators to provide division level schedules for review, or remote conferencing (telephone conference, electronic mail, etc). A physical conference under the direction of the Vice President is not required.

5. The Executive Committee shall determine the most appropriate dissemination of the League Schedule. Currently the official Schedule will be posted on the Union web page at www.pnrfu.com and forwarded to the individual clubs via electronic mail.

6. Match results shall be reported to the Vice President on the first working day following the match by both the game referee if assigned by the Referee Society or by the home team if appointed under Policy Memorandum #6, and the home team. The report format shall be determined by the Executive Committee.

7. Electronic message reporting shall be the principle means of reporting and communicating match information within the Union.

8. Matches scheduled at the scheduling meeting and published are the official league matches. Changes may be made within the divisions under the direction of the divisional coordinator. Conflicts are first resolved through the teams involved and then through the divisional coordinator. If conflict cannot be resolved within the division, the rescheduling process in step 9 must be followed.

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If a match date is changed with the consent of the participating clubs and with the consent and support of the referee society, the clubs must inform the Vice President in writing that the change has been made.

9. Rescheduling matches at the Executive Committee level:

a. Requests for rescheduling shall be submitted to the Vice President with copies to the Union President, other club, match referee and referee Allocator.

b. All requests must identify the date of match; clubs involved and reason for rescheduling along with alternative dates.

c. Rescheduling will not be considered for the convenience of the club requesting because of social activities, logger functions or activities that should have been brought to the attention of the Vice President and Divisional coordinator during the scheduling meeting.

In all questions regarding match dates, the published schedule takes precedence unless expressly changed in writing by either the President or Vice President.

10. Failure to comply with this policy may result in forfeiture of matches, standings, and or other action that may be deemed appropriate by the Executive Committee. Policy Memo #2 mandates specific actions regarding league game forfeiture.

11. Notification of Referees is mandated by Policy Memo #2 and #6.

12. Due to the ongoing issues with securing fields at the local level, the Executive Committee may develop an ad hoc, or standing, committee for each major metropolitan area in the Union to develop a process for scheduling local fields. This committee shall develop local guidelines and as required provide the support to implement those guidelines. It is not the intent of the Executive Committee to use Union level resources to for local issues.

13. Point of Contact is Mike Ferris, PNRFU Secretary, E-mail pnrfusecretary@yahoo.com

14. Revisions

a. Revision A: Updates the President’s signature, the union webpage and the point of contact E-mail. Additionally it clarifies the concept of the VP scheduling conference and addresses the issue of local field scheduling.

b. Revision B: Updates the President’s signature, the union webpage, and the point of contact E-mail.

J. Shelton

PNRFU President

Copy to: Union Website & Executive Committee

Policy Memo #7

Rev B

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POLICY MEMORANDUM #8, Rev C                                                                     03 Dec 2008

From: President PNRFU

To: Distribution

Subj.: ESTABLISHMENT OF DIVISIONAL POLICY

1. The Constitution of the Pacific Northwest Rugby Football was changed in 1999 to formally establish divisions within the Union and establish the position of Divisional Coordinator. The purpose of this memorandum is to establish the PNRFU policy regarding implementation of this Constitutional Change.

 2. To quote paragraph 2.8 from the Constitution:

DIVISIONAL PLAY AND REPRESENTATIVE ACTIVITIES:

a. Divisions: The union may be sub-divided by the vote of the full members of the union into as many Divisions as is deemed necessary to more effectively administer the business of the Union. The members of each division shall be responsible for determining the competitive structure and requirements for that Division. When deemed to be in the best interest of the Union, the full members of the Union may impose requirements on a Division. The following Divisions are established:

1. Senior Club Men’s

2. Senior Club Women’s

3. Collegiate Men’s

4. Collegiate Women’s

5. Youth

These divisions may further sub-divide to take into account second, or third, level divisions.

2. Coordinators: Each division of the Union shall have a coordinator elected by the members of the clubs within the division. The coordinator shall be the administrator for the division and may represent the Division at Union meetings, and vote the proxies of the Division club members.

The Coordinator’s duties shall include:

a. Assisting the Vice President in the scheduling of matches

b. Coordinating the Division activities within the Union

c. Assisting the disciplinary Committee with the disciplinary process within a Division

d. Act as a liaison with the Referee society

e. Supervising the financial matters within the Division

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f. Act as primary point of contact for a Division.

Each division may establish an administrative structure as it deems necessary. This includes the election of divisional officers and the establishment of committees.

3. General

a. The Constitution, By-laws, and policy memoranda at the Union level are the premier documents of the Union. When there is a conflict with a Union level document and a divisional policy, the Union document will prevail. A divisional policy may be overturned when the Executive Committee deems it not in the best interest of the Union. In that event, it will be the responsibility of the Executive Committee to provide the justification for overturning the divisional policy. The Union as whole may also elect to overturn a divisional policy.

b. The divisions will be given wide latitude on issues that deal specifically with their divisions, especially in the areas of scheduling, determination of standings for advancement to Championships, and competitive structure. Policies shall be documented (administrative memorandum, E-mail, etc). Policies established by the divisions may be more restrictive then those established by the Union, but not less restrictive. All policies will be forwarded to the Executive Committee for review to ensure compliance with Union Policy. Divisional Policies may not be implemented until fourteen days after the receipt by a member of the Executive Committee. No Divisional Policies will be retroactive.

c. Similar divisions may coordinate actions on issues of common interest. This is applicable only so long as the decisions effect all of the divisions participating.

As an example: The senior men’s divisions decide to realign across divisional lines. All agree to the structure, but one division determines that its competitive process should be different. The agreement for alignment would be binding for all teams, but in light of a disagreement, the implementation of the competitive process would revert to a single divisional issue.

d. The only Union mandated division level position is that of the coordinator. Each division will determine its own process to select the coordinator and term of office. The divisional coordinator shall be selected before the close of the AGM. Each division has the ability to establish other division level positions to administer the Division. If a division decides more positions, primarily a secretary or a treasurer is warranted, they may select them. With the costs of recognition for superior effort- teams to Championship games, players to Representative teams, division sponsorship of a coaching clinic, a division may want to establish its own treasury.

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e. The only Union level administrative requirements are those specifically directed to the Coordinator. The Divisions may develop their own processes for the initiation and implementation of policy and procedures, as long as they do not conflict with existing Union policy and procedures.

4. Specific: Currently divisional policy is being codified at the Union level. Until the divisions develop an internal process for establishing and documenting divisional policy, the following Union Policy Memoranda will be used:

a. Senior Men: Policy for the Senior division is established in Policy Memorandum #11.

b. Senior Women: Policy for the Senior division is established in Policy Memorandum #11.

c. Collegiate Men: Policy for the Collegiate division is established in Policy Memorandum #10.

d. Collegiate Women: Policy for the Collegiate division is established in Policy Memorandum #10.

e. Youth: Policy for the Youth division is established in Policy Memorandum #9.

f. While not specifically a division, the Referee Society is an established affiliate organization within the Union. Policy for the Referee Society is established in Policy Memorandum #6.

g. While not specifically a division, the Military players in the Union Policy Memo #8 have unique requirements and actions. Policy for military players in the Union is established with Policy Memorandum #13.

5. Point of Contact is Mike Ferris, PNRFU Secretary,

E-mail pnrfusecretary@yahoo.com

6. Revisions

a. Revision A, purpose of the revision: During the course of the first full season that this memorandum has actually been in place, issues have arisen that need to be clarified.

b. Revision B, updates the President’s signature, the union webpage, and the point of contact E-mail. Additionally, it specifies the specific memoranda numbers for the individual divisions

c. Revision C, updates the President’s signature and the point of contact E-mail.

J. Shelton

PNRFU President

Copy to: Union Website & Executive Committee

Policy Memo #8

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