WISCONSIN RUGBY FOOTBALL UNION - BY-LAWS by jzq21381

VIEWS: 12 PAGES: 16

									             WISCONSIN RUGBY FOOTBALL UNION - BY-LAWS
ARTICLE 1: Name
The name of this organization shall be the Wisconsin Rugby Football Union, Inc., hereinafter referred to as The
Union. It shall operate in the Wisconsin area of the United States of America.

ARTICLE 2: Statement of Purpose
The purpose of the Wisconsin Rugby Football Union shall be: to encourage and facilitate the involvement of as
many people as possible in Rugby activities including the promotion of youth and international amateur
athletics. The Wisconsin Rugby Football Union shall operate as a non-profit organization as prescribed by the
Internal Revenue Service code Section 501(C3).

ARTICLE 3: Objectives
The object of The Union shall be:
3.01. To encourage and promote the safe development of Rugby Football at all levels in the Wisconsin area;
3.02. To advocate adherence to the Laws of Rugby Football as put forth by the International Rugby Board;
3.03. To sponsor and coordinate rugby events on a statewide and international level;
3.04. To support and assist a Wisconsin Rugby Referees Society;
3.05. To support and assist a Wisconsin Rugby Coaches Society;
3.06. To support and assist Wisconsin club rugby officials;
3.07 To support and assist the territorial and national governing bodies.

ARTICLE 4: Membership
Membership in The Union shall be open to any person, club, corporation, association, or organization interested
in the promotion and development of Rugby Football, which agrees to conform to the Bylaws of The Union.
Clubs and other organizations shall be represented by a single person at General Meetings; these organizations
shall be called Voting Members of the Union. The membership shall decide the approval of new Voting
Members by a simple majority of those present at any General Meeting. Application for membership shall be
made in writing to the Secretary of The Union. Termination of membership shall be decided by a two-thirds
majority of those Voting Members present at the any General Meeting where all Union members have been
invited no less than three weeks in advance.

Clubs, youth rugby associations and other organizations may be given more than one Voting Membership. The
allowance of multiple Voting Memberships to any organization must be approved by a simple majority at a
general meeting.

ARTICLE 5: Board of Directors
5.01. The Board of Directors shall be composed of five (5) Officers. Other officers may be added by a 2/3s
affirmative action of the Voting Members present at the last general meeting of the term.
         OFFICERS:
         President
         Vice President – Competitions
         Vice President – Youth
         Secretary
         At Large


The President, Vice-President – Competitions, Secretary and Treasurer are elected by majority vote of the
Voting Members. All Officers shall be members in good standing of an organization affiliated with The Union.
Elections of Officers shall be held at the last General Meeting of the term. The Vice-President – Youth shall be
nominated by the youth organizations that are affiliated with the Union. The Vice-President – Youth nominee
shall be ratified by at least a three-fourths vote of the elected Officers. Other people may be appointed by the
Board of Directors to perform specific duties where a need is foreseen. Officers shall be elected and appointed
for a two-year term but no Officer shall hold more than one Board of Director position at the same time. Newly
elected officers will begin their duties immediately following the closure of the last General Meeting of the term
at which they were elected.

5.02. Coordinators and Directors of the Union
        COMPETITION COORDINATORS:
        Director/Men’s Division III
        Director/Men's Colleges
        Director/Women's Colleges

        Coordinators shall be appointed by the Board of Directors. The Board may further add any competition
coordinators as the need arises.

          OTHER COORDINATORS/DIRECTORS:
          Referee Coordinator – The Referee Coordinator shall be the primary liaison between the Referee
Society and the Union. The Referee Coordinator shall be nominated by the Referee Society and approved by the
Board.
          Disciplinarian – The Disciplinarian shall be appointed by the Board. The Disciplinarian’s primary
duties is to enforce and apply the guidelines for discipline as outlined in the Union handbook. The
Disciplinarian will make all rulings of disciplinary action. Disciplinary actions may be appealed to the Board as
outlined in the Union Handbook.

         Treasurer – The Treasurer is appointed by at least a three-fourths vote of the elected Officers. The
Treasurer shall perform any administrative duties as required by the President, or assigned by a vote of the
Board of Directors. As Treasurer, he/she shall preserve the financial records of The Union, collect the annual
dues, develop budget proposals for the appropriate general meeting, and perform any other tasks or
disbursements of funds as directed by the Board of Directors.
         Coordinators and Directors
All Coordinators of the Union shall be members in good standing of an organization affiliated with The Union.
Coordinators shall be appointed for a two-year term. Newly appointed coordinators will begin their duties
immediately following their appointment.

5.03. Vacancies
Where no person from the Union membership comes forward to fill an elected position, the President, in
consultation with the Board of Directors, can appoint an individual to fulfill the requirements of that office until
the next General Meeting. Vacancies left by resignations or other departures of either Board members or
coordinators shall be addressed by the President, in consultation with the remaining members of the Board.
Open positions may be left vacant or a replacement may be named. In the case of a replacement of a Board
member, that replacement will only serve until the next General Meeting. Coordinator replacements will fill out
the term.

The membership need not elect a vacant Board position at any General Meeting. If there is no election, the
President may either leave the position vacant or appoint someone until the next General Meeting.

5.04. The President shall be the Chief Executive Officer of The Union. He/She shall preside at all Union
meetings and shall execute any and all decisions enacted by the Board of Directors or voted upon by the
membership. In his/her absence, the Vice President of Competitions, or in their absence, the Secretary shall
preside on all Union matters.

5.04.1 The Vice President of Competitions shall have executive responsibility for, but not limited to, the
management of all club teams and activities that fall within the competition purview of The Union. He/she shall
provide direction and assistance to individual clubs and designees that run particular leagues for The Union.

5.04.2 The Vice President of Youth shall be the primary liaison between the senior level clubs, the Board and
the youth structure in our Union, which is associated with our Union but is/are autonomous, self-governing
entity/entities.
5.04.3 The Secretary shall have custody of all non-fiscal records of The Union, maintain minutes of all meetings
and send them to member organizations, electronically, within two weeks of a general meeting, serve as the
official correspondent of The Union, maintain corporate records and seal, and perform any tasks as normal to
this Office and as directed by the Board of Directors.

5.05. The Referee Coordinator shall serve as a liaison between the Board of Directors and the Referees Society.
He/she shall have responsibility for The Union's management and coordination of referees.

5.06. The Board (Officers) shall have the authority to remove an Officer, Coordinator or Director for cause
upon approval by three-fifths of the Officers. Said cause may include, but is not limited to:
1) continued failure to attend duly scheduled Board meetings;
2) failure to perform the duties of the position as defined and described in the WRFU Bylaws;
3) failure to carry out directives of the Board relating to the performance of said position;
4) failure to act in a manner that maintains the respect of Rugby Football;
5) any other situation where just cause can be documented and agreed upon by two thirds of Board of Directors.

5.07. The Officers of the WRFU Board shall have the authority to act in The Union’s stead on all matters that
occur between General Meetings. Actions taken by the Board, that directly affect the By-Laws, must be ratified
at the next General Meeting to be valid. The Officers shall be The Union's official representatives at all
territorial (MWRU) meetings. Representation of at least one Officer from The Union, is required at territorial
meetings.

5.08. The Board of Directors shall manage Select (All-Star) Side activities. There shall be coaches for the
Men’s Club and Collegiate sides and the Women’s Club and Collegiate sides respectively. There shall also be
youth select sides. The Board of Directors shall have authority over the Select Side coaches, including coaching
appointments and dismissals, budgets, equipment and the scheduling of games if there is a conflict. Coaches
will serve on two-yearly appointments but can be discharged for cause.

5.09. Coordinators and Directors shall have leadership control of the programs they manage, with the authority
to set standards, discipline teams/participants, and, in general, run the programs as they fit within guidelines
and/or policies set by the Board of Directors and The Union. Officers of the Board shall monitor the actions of
the Coordinators and Directors and may remove Coordinators and Directors for cause as set for in these by-
laws.

5.10. The Board (Officers) shall have the authority to remove an Officer or Director for cause upon approval by
two-thirds of the Officers. Said cause may include, but is not limited to:
1) continued failure to attend duly scheduled Board meetings;
2) failure to perform the duties of the position as defined and described in the WRFU Bylaws;
3) failure to carry out directives of the Board relating to the performance of said position;
4) failure to act in a manner that maintains the respect of Rugby Football;
5) any other situation where just cause can be documented and agreed upon by two thirds of Board of Directors.

5.11. The Officers of the WRFU Board shall have the authority to act in The Union’s stead on all matters that
occur between General Meetings. Actions taken by the Board, that directly the By-Laws, must be ratified at the
next General Meeting to be valid. The Officers shall be The Union's official representatives at all territorial
(MWRU) meetings. Representation of at least one Officer from The Union, is required at territorial meetings.

5.12. The Disciplinary Coordinator shall enforce and communicate disciplinary policies and procedures for The
Union.

5.13. The Board of Directors shall manage Select (All-Star) Side activities. There shall be coaches for the
Men’s Club and Collegiate sides and the Women’s Club and Collegiate sides respectively. The select side
coaches may appoint up to two assistants. The Board of Directors shall have authority over the Select Side
coaches, including coaching appointments and dismissals, budgets, equipment and the scheduling of games if
there is a conflict. Coaches will serve on two-yearly appointments but can be discharged for cause. Coaching
appointments start with the commencement of the fall season.
5.14. The Coordinators: A Coordinator may be appointed or removed by the Board or the Officer who has
authority for the activity, as previously stated in these By-laws. The Board of Directors shall have the authority
to nullify any such appointment or removal of a Coordinator. Coordinators shall have leadership control of the
programs they manage, with the authority to set standards, discipline teams/participants, and, in general, run the
programs as they fit within guidelines and/or policies set by the Board of Directors and The Union. The Officer
or Director who has executive management responsibility for that activity, as described in these Bylaws, shall
monitor the actions of the Coordinators.

ARTICLE 6: Meetings of the Board of Directors
6.01. There shall be an annual meeting of the Board of Directors during the first quarter of every calendar year,
at a time and place to be designated by the Board of Directors.

6.02. All Officers and Directors in good standing shall receive written/electronic notification two weeks prior to
the meeting.

6.03. As designated by the President or his/her appointed representative, meetings will be held at periodic
intervals. These meetings may take place by conference calls or other electronic means.

6.04. Two thirds of the Board of Directors shall constitute a quorum.

6.05. Each member of the Board of Directors (Offices and Directors) shall have one vote and all matters not
otherwise specified, shall be decided by a majority vote of those present.

ARTICLE 7. Meeting of Members
7.01. The Annual General Meeting of the members of The Union shall be held no later than December 31st of
the year preceding the applicable calendar year at a time and place designated by the Board of Directors.

7.02. A minimum of two other General meetings will be called at the request of the Board of Directors.

7.03. An elected Officer or another appointed representative properly certified with the Secretary by written
proxy, shall represent each club.

7.04. All members in good standing shall receive written/electronic notification through their affiliated
representative at least three weeks prior to any meeting.

7.05. The presence of the majority of the affiliated representatives in good standing and eligible to vote shall
constitute a quorum.

7.06. Each Voting Member in good standing and eligible to vote shall be entitled to one vote. All matters shall
be decided by a majority vote of those present unless otherwise specified.

7.07. The election of Officers shall take place at the Annual General Meeting.

ARTICLE 8: Dues
Dues shall be on an annual basis and shall be determined by the Board of Directors, subject to ratification by a
vote of the representatives of the member clubs. Dues shall be billed and payable in advance of the applicable
fiscal year for which they represent – subject to institutional constraints such as those experienced by collegiate
teams. The Board of Directors will establish the dues structure for both individual members and Voting
Members of the Union, subject to ratification by a simple majority of Voting Members. Teams that are not
dues complaint will not be recognized by the Union. Furthermore, teams who play non-compliant teams will
also be declared ineligible.


ARTICLE 9: Fiscal Period
The fiscal period shall be from January 1st through December 31st.
ARTICLE 10: Rules
The rules contained in Robert's Rules of Order Revised shall govern The Union in all cases to which they are
applicable, in which they are not inconsistent with the Bylaws of The Union.

ARTICLE 11: Amendments
These bylaws may be amended only General Meetings or Special General Meetings called expressly for the
purpose. Notice of the proposed amendment shall be given to the Secretary and distributed to all members at
least three weeks before the meeting. A two-thirds vote of those members present shall be required for an
amendment to the Bylaws. Proxies are not admissible when changing the By-laws.




                                WISCONSIN RUGBY FOOTBALL UNION
                                           HANDBOOK

    WRFU WILL RECOGNIZE AND ADHERE TO USARFU GUIDELINES, AND ANY AND ALL
                     APPLICABLE LAWS AND REGULATIONS

Subject 1: WRFU TEAM MATCH PLAY GUIDELINES
1.01. Matches should be played on adequately sized fields as referred to in the USARFU Laws Handbook.

1.02. All teams must use a match card (see the WRFU website for downloadable match cards) for all games.
Match cards must be completed by both teams before the game occurs and given to the referee. At the end of
the game, the match card should be sent to the WRFU Treasurer by the referee. Referees will not be reimbursed
for their expenses without a match card.

1.03. Any WRFU member team that plays a "rogue" team is subject to a $100 fine for each occurrence. Playing
a “rogue team” is subject to disciplinary action. A rogue team is a team not in good standing with WRFU.

1.04. A minimum of 12 players shall constitute a valid team. If a club has less than 12 registered players at a
league match, the match is automatically forfeited. If a team borrows a player from any other source the match
is also forfeited.

Subject 2: WRFU ALCOHOLIC BEVERAGE & REGULATED SUBSTANCE POLICIES
2.01. Drinking by those people who are underage is illegal. Rugby is not an excuse to drink illegally.

2.02. At Rugby matches held on college campus settings or involving collegiate teams, the serving or selling of
alcoholic beverages is forbidden for one hour before the match, during the match and for one hour after the
match. Campus policy on alcoholic beverages must be adhered to strictly.

2.03. At Rugby matches or events that mix collegiate and open clubs, alcoholic beverages may be served or sold
(under local laws and regulations) provided that active measures are taken to prevent all underage players from
access to such beverages.

2.04. It is the ultimate responsibility of local Rugby officials and colleges to insure that local regulations and
laws are adhered to and enforced.

2.05. Disciplinary action will be utilized to censure clubs, event hosts, and others who fail to take the necessary
action to enforce these regulations.

2.06. All WRFU sites come under the Code of Conduct and Alcohol & Tobacco policy. High schools, colleges
and universities cannot have any reference, either in words or pictures, to alcohol or tobacco on their web pages,
or on their team uniforms.

Subject 3: WRFU CHAMPIONSHIP TOURNAMENT RULES & REGULATIONS (should they come
into existence)
3.01. Any team wishing to host a WRFU tournament must make application to the applicable WRFU director
(see "WRFU championship tournament bid package").

3.02. The tournament shall be open to member teams in good standing only. The WRFU board of directors shall
determine the participating teams.

3.03. Each division may include a maximum of eight teams, with the draw of matches determined by the
applicable director. Each division championship may include a maximum of four teams.

3.04. In the event of a tie at the end of a match, the teams shall play two 5-minute overtimes, changing ends
after the end of the first period. If a tie still exists at the end of these overtime periods, a series of 5-minute
"sudden death" periods will be played until there is a score (the team scoring first shall be declared the winner).

3.05. The WRFU Board of Directors shall approve the site of any WRFU championship tournament.

3.06. The hosting team shall send two mailings (written or electronic) to each team involved in the tournament.
The first mailing shall be sent no less than 4 weeks prior to date of the event, indicating the site, date and time
of the tournament, the amount of the entrance fee, and any other information pertinent to tournament
participants. The second mailing shall be no later than two weeks prior to the tournament and shall include all
match times and locations, directions to the tournament and any other information pertinent to tournament
participants.
3.07. The WRFU board shall approve the site of the WRFU championship tournament from the bids received in
time for that decision to be announced at the WRFU annual general meeting.

Subject 4: WRFU CODE OF CONDUCT
4.01. WRFU expects all of its teams and their members to abide by the following code of conduct.

4.02. Rugby players and team officials represent their teams and are ambassadors of the USARFU, MWRU, and
WRFU. As such, each Rugby player and Team Official is expected to be a lady or gentleman, both on and off
the field. Rugby players and team officials should not tolerate obnoxious, impolite, or antisocial behavior of any
sort which would adversely affect the image of USARFU, MWRU, or WRFU Rugby as a serious and
disciplined athletic endeavor.

Subject 5: WRFU DISCIPLINARY COMMITTEE APPEALS PROCEDURE
5.01. There is one avenue of appeal of disciplinary actions made by the Union Disciplinarian.

5.02. Players and clubs may appeal a disciplinary action responding in writing to the Board of Directors within
one week of receiving the disciplinary measure. The Board will do its best to respond to appeals within 10 days
of receipt with a written ruling. The decision of the WRFU Officers is final.

Subject 6: WRFU DISCIPLINARIAN GUIDELINES
6.01. The WRFU Disciplinarian is appointed by the President, working in concert with the Board. The WRFU
Disciplinarian reviews all referee send-offs, referee sin bins, and written complaints from the community at
large regarding the behavior, on or off the field, of WRFU Clubs and their members.

6.02. After a send-off, a player is suspended until the Disciplinarian reaches a decision, with a minimum
suspension of 1 week or one match (whichever is greater) for any sendoff. Players accumulating two sin bins in
one playing season (seasons being defined as Spring, Summer 7s, and Fall, separately) will be treated as if they
were sent-off. Players accumulating five sin bins in a competition year will be treated as if they were sent off. A
competition year is the beginning of the fall, spring and summer sevens season. No appeal is available for the 1-
week minimum suspension.

6.03. Once the Disciplinarian has received a written complaint, he or she will spend approximately 10 days
gathering and reviewing additional information (preferably in the form of videotape written/electronic
communication). The Disciplinarian’s decision will then be provided in writing (electronic permissible) to the
Club(s) affected, the Board and to the WRFU Referees’ Society.

6.04. The recommended suspensions listed below will be used as a guideline for determining the appropriate
suspension. Actual disciplinary action may be below or above the recommendations at the discretion of the
Disciplinarian. The suspension days are calculated using the normal playing season, i.e. September through
November, and March through June. If the player's club is active at other times of the year (e.g. seen-a-side,
tours), and the suspended player would normally be an active participant during that time, these occasions
would be counted provided that the Disciplinarian is contacted in writing). For the purpose of this policy, a
repeat offense is any offense that requires action that takes place within three calendar years of the first offense.

6.05. The Disciplinarian reserves the right to assess sanctions in addition to suspension including, but not
limited to, attending appropriate educational sessions/clinics, restriction from participating in league playoffs
and championships, restriction from playing outside of WRFU, etc. All sanctions will be served starting at the
time the offense occurred. Should the player participate in any rugby game while the sanction is in effect, their
sanction will be doubled. Should they participate again, they will be banned for a calendar year from the time
the last offense occurred.

         RECOMMENDED SUSPENSIONS
         Unfair play: non-violent offenses such as obstruction, holding, interference, delay of game, repeated
         infringements, conduct contrary to the spirit of the game.
         1st offense -- 9 days               2nd offense -- 16 days               3rd offense -- 30 days
         Dangerous Play: offenses such as collapsing a scrummage, ruck or maul; making or attempting early or
         late tackles and illegal physical contact with another player which has a low risk of personal injury
         (e.g. tripping, treading on a player, instinctive throwing of a punch, elbowing).
         1st offense – 9 to 16 days             2nd offense – 16 to 30 days         3rd offense -- 60 days

         Violently Dangerous Play: illegal physical contact with another player which has a high risk of
         personal injury (e.g. forceful use of the boot, fighting, stiff-arm tackle, head butting, stamping,
         charging).
         1st offense – 2 weeks to 45 days 2nd offense – 45 to 90 days                3rd offense – 180 days

         Criticism of Referee: persistent criticism, disputing decisions, abusive and insulting conduct or
         remarks on or off the field.
         1st offense – 16 days                 2nd offense -- 30 days              3rd offense -- 60 days

         Violent Contact with Referee:
         1st offense -- Life Suspension


Subject 8: WRFU LEAGUE PLAY
8.01. League Season - League matches will be played from August through November of the Fall season with
the schedule provided by the WRFU Board of Directors. League matches are scheduled at the Spring General
Meeting.

8.02. The WRFU Directors may request team rosters at any time.
League play requires that:
*Club members must be in good standing with The Union;
* Each club will have a permanent club mailing address;
* Each collegiate club will have an advisor from their college faculty, staff or administration;
* Each collegiate club will have authorization to participate from their college administration;
* Dues for all clubs will be paid in full;
* Host teams will have a medical kit at the pitch, and a properly laid out pitch (field);
* Every club will have proof of insurance;
* Every field will have goal posts must be padded;
* Every host team will have immediate access to medical help;
* Every pitch will have a restraining barrier (or rope) between spectators and the pitch at a minimum of 3
meters.
* Every pitch will have field flags;
* All safety hazards near the field should be removed or padded

Failure to comply with these directives may result in a referee refusing to oversee a match.
There is no sudden death in league play. Ties are entered into the standings and each team is awarded
appropriate points.

8.03. Points System and Tie Breaking Procedure in Final Standings:
* Each intra-state league is entitled to determine their point system and tie-breaking procedure.

8.04. Relegation (if and when it is needed)
The Relegation Process is as follows:
* Within conferences, the top team in the lower group automatically replaces the bottom team in the top group
at the end of each league season.
* The top team in a lower division moves up to the next division as long as they can comply with the
requirements, of the higher division
* If the top team in a division decides not to move up, the second team in that division may challenge the last
team in the upper division and may move up, if they defeat the higher team and can comply with the
requirements of the upper division.
* The challenge match must be played in the fall so that the Directors can complete their schedules for the
SGM.

8.05. Field and Match Requirements
* USARFU directives will be strictly followed

8.06. Kit Requirements
* Both teams must conform to all USA Rugby Kit Requirements.
* Teams in all league matches are expected to take the field at the scheduled starting time.
* Home teams are expected to have a medical kit and access to a doctor, EMT or athletic trainer. In the event of
similar colored jerseys, the home team, in all league matches, is responsible for providing alternate wear to the
satisfaction of the referee.
* Failure to comply with rules may also result in forfeit by the offending team (see Protest Procedure).

8.07. Reporting Requirements - Each team shall report the game score to their League Director NO LATER
THAN NOON ON THE SUNDAY IMMEDIATELY FOLLOWING THE GAME.

8.08. Eligibility Requirements
* WRFU adheres to USARFU and territorial eligibility rules.
* A photo ID card may be required. Players without cards may not, if challenged, be permitted to take the field.
Any player attempting to use a card other than his/her own will face disciplinary action. Disciplinary action will
also be taken against any team who attempts to play, or plays, anyone other than an eligible player.

8.09. Protest Procedure - The Team Captain must advice the Referee BEFORE KICKOFF that his team wishes
to register a protest and give the reason. The Referee must notify the opposing Team Captain that The Game is
going to be played "under protest" and for what reason. The Referee should give the offending team a
reasonable amount of time to correct the circumstances of the protest. If the circumstances are not corrected, the
Referee and protesting team MUST notify the WRFU Division Director or Secretary, in writing, within 72
hours of the circumstances of the protest. The WRFU Executive Committee will review the protest and the
teams involved will be notified of the decision.

8.10. Cancellations - Teams may cancel or postpone league fixtures, subject to Union approval. Teams may
postpone or cancel league fixtures no less than 72 hours prior to the scheduled fixture and must notify the
visiting team and Referee within that time as well. Should a team cancel or postpone a league fixture without
following the aforementioned process, disciplinary action may follow as decided by the Disciplinary
Committee.

Subject 9: WRFU LEAGUE REQUIREMENTS
9.01 Dues, Fees And Approvals
* Teams which have not fulfilled their dues, fees or approval obligations to WRFU by the Monday before a
weekend league match will automatically lose by forfeit that match for that coming weekend.
* Teams and/or players who wish to play in Wisconsin at any level must become current members of
USARFU'S CIPP program. Teams that are not CIPP compliant or allow team members who are no CIPP
compliant to play will forfeit the results of the match.
* Teams participating in USARFU and/or MWRU championship play must abide by all the rules of those
organizations.

9.02 Insurance
* Teams that do not have liability insurance coverage, are not considered members of WRFU and will not be
allowed to participate in any WRFU functions.
* Teams, which have liability insurance coverage but do not provide WRFU with proof of such coverage may
lose by forfeit all scheduled matches until proof of coverage is provided.
* Club and players who are CIPP compliant have liability insurance.

9.03 The Laws Of The Game
* All teams and players engaged in WRFU Rugby matches must obey the laws of The Game, as defined in the
USARFU Handbook. Serious violations of these laws, for example, offenses that cause a player or team to be
ejected or disqualified from a match, will be noted by the Referee and investigated by the WRFU Disciplinary
Committee, which will determine if further penalties are appropriate.
* Any player ejected from a WRFU league match is automatically ineligible to participate in any Rugby match
for the following nine days and is subject to further disciplinary action by the WRFU Disciplinary Committee.
*The hosting (home) team must provide padded goal posts and sideline restraints in order to receive referee
services. If such pads and restraints are not in place and the referee refuses to referee the match, the home team
will lose the match by forfeit. The referee is also the sole judge of whether the field is safe for match play.
Conditions which may cause the cancellation of a match are, but not limited to, those situations outlined above,
frozen ground, unsafe turf conditions, unsafe weather conditions, excessive heat and humidity such that a
weather advisory exists etc.

Subject 10: WRFU MEMBERSHIP APPLICATION PROCESS
10.01. To Apply for Membership in WRFU:
A. Apply in writing to the Secretary of The Union. The following items on the form MUST be entered:
* Team's permanent address (preferably Post Office Box)
* President's name, telephone number/s, mailing address, and e-mail (if any)
* Coach's name, telephone number/s, mailing address, and e-mail (if any)
* Match Secretary's name, telephone number/s, mailing address, and e-mail (if any)
* Faculty Advisor's (colleges only) name, telephone number/s, mailing address, and e-mail (if any)

B. Compose a letter formally requesting membership in WRFU. The letter should contain all of the following
information:
* Team name
* Home field location and documented permission to use it
* Uniform colors (jerseys, shorts, socks)
* Reason for applying now (brand-new team, reorganized team, formally rogue/now joining, previously
suspended/reapplying, etc.)
* Type of membership requested
* League membership requested, if any
* Number of CIPP eligible players that will play solely for the team

 C. Send the completed form and the WRFU membership application letter to the WRFU Secretary for
consideration by the WRFU Board at its next scheduled meeting. Teams requiring an immediate decision may
obtain temporary membership status (until the next WRFU Board meeting) by applying directly to the President
of WRFU. If the President approves temporary membership status, it will be granted until the full Board
considers the formal application at its next scheduled meeting.

Subject 11: WRFU MEMBERSHIP REQUIREMENTS
11.01. Member team must fulfill all WRFU, MWRU and USARFU dues, fees and approval obligations.

11.02. Member teams must have adequate insurance (team liability and individual medical).

11.03. Teams that have not paid current dues will be considered "delinquent" and will not be afforded WRFU-
member rights and privileges until current dues are paid.

11.04. Teams that have not paid past dues will be considered "non-members" and will not be afforded WRFU-
member rights and privileges until both past dues and current dues are paid. WRFU member teams playing non-
member teams will be fined $100/match.

SUBJECT 12: WRFU TEAM TOURNAMENT APPROVAL REQUIREMENTS
12.01. The host team must fulfill all WRFU dues, fees and approval obligations.

12.02. The host team must have adequate insurance (team liability and individual medical).
12.03. The host team is required to check that all teams have adequate medical coverage.

12.04. The host team must get approval from applicable officer (which includes filing approval form and paying
one entry fee). WRFU approval is required before submitting territorial and national bids.


Subject 13: WRFU TEAM TOURNAMENT RULES & REGULATIONS
13.01. All tournaments held by WRFU member teams must have the prior approval of the WRFU President at
least one month before the tournament date. The WRFU approval is also required in order to be eligible for
WRFU Referees Society participation (See Form).

13.02. A tournament is a series of matches involving four or more teams, usually played at the same location,
with an ultimate winner determined.

13.03. The hosting team must submit the tournament rules and regulations to the WRFU President so that
he/she may review them and make a decision at least one month prior to the tournament.

13.04. The president will inform the hosting team of his/her decision in writing. The decision will be made on
the basis of fulfilled requirements and non-competition with existing LAU tournaments.

13.05. All tournaments must have medical coverage, as follows:
        A. In order for a tournament to be approved by the WRFU President, a medical plan must be submitted
        for approval.
        B. Each tournament needs to supply adequate ice and water, in addition to medical supplies, to be
        utilized by the medical person/team covering the tournament.
        C. No tournament will be approved without adequate medical coverage being apart of the tournament
        plan. The cost of this service is the responsibility of the hosting team.

13.06. The WRFU fee for tournament approval shall be the entry fee charged by the hosting team for a Senior
side, or $50, whichever is less.

13.07. The WRFU Board is the final appellate body for tournament approval.


SUBJECT 14: WRFU TOURNAMENT BID PACKAGE
In the event that The Union should hold a state tournament, tournament bid proposals should have the following
elements plus any pertinent information that the organizers feel is appropriate. Organizers should attach your
proposals with the following items.
* A map marking the following:
          a) competition site;
          b) closest hospital/s;
          c) hotels;
          d) after matches function facility
* Photographs of the fields if they are not a currently used as rugby fields or if the board requires it to base a
decision.
* A comprehensive budget for the event.
* General information:
          a) name, address, home/work phone, e-mail, fax and contact person of the organization making the
              proposal
          b) evidence that the host club is CIPP compliant and fully insured (send copies of both)
          c) name and contact information for the EMT or medical facility that will be used in the event of
              injury
          d) name and contact information of rugby vendors that will be in attendance.
          e) promotion and media plan, and appropriate documentation of indicating participating media
              outlets
* Sponsors
         a) summary of plans to develop sponsors for the tournament
         b) the levels of sponsorship proposed
         c) sponsorship agreement confirmed (in writing).
* Competition site
         a) name and location of proposed site
         b) letters of approval for the tournament from the governing body that oversees the use of the fields
         c) description of fields including length and width of playing surfaces, and seating capacity
         d) description of equipment including the availability of goal posts, goal post pads, field flags,
              spectator restraining fences, and the number of balls allocated for each match
         e) description of locker room facilities (if any)
         f) restriction of field usage in the event of foul weather
         g) description of restroom facilities and warm up area.
* Accommodations
         a) name, location, contact information, distance from field, for proposed hotel(s)
         b) room rates and discounts available
         c) number of rooms blocked?
 * After match function
         a) the location of the after-games function (if any)
         b) the entry cost per person
         c) the starting time and duration of the event
         d) a summary of security and drinking measure appropriate to the age groups who can attend

* Concessions
        a) summary of the concession plan
* Advertising
        a) summary of the advertising plan


SUBJECT 15: THE BENEFITS OF WRFU MEMBERSHIP
The Wisconsin Rugby Football Union (WRFU) is one of nine local area unions (LAUs) that are members of the
Midwest Rugby Football Union (MWRFU), the other eight being the Allegheny Rugby Football Union, Ohio
Rugby Football Union, Michigan Rugby Football Union, Indiana Rugby Football Union, Illinois Rugby
Football Union, Chicago Area Rugby Football Union, Iowa Rugby Football Union and the Minnesota Rugby
Football Union.

Listed below are some of the benefits of WRFU membership.
         * access to and participation in coaching, and refereeing clinics;
         * a club vote at the annual general meeting and other sanctioned meetings;
         * access to referees through the WRFU referees society;
         * receipt of WRFU/MWRFU/USARFU publications when available;
         * access to the WRFU website:
         * access to select side play for qualified team members;
         * participation in WRFU, MWRFU and USRFU competitions championship and league play;
         * ability to nominate team members for WRFU officer, director and committee positions;
         * disciplinary support from the WRFU disciplinary committee and the WRFU Referees Society;
         * access to incoming touring teams;
         * eligibility to host tournaments, as approved by WRFU;
         * eligibility to bid on and host WRFU, MWRFU and USARFU events;
         * eligibility to tour outside of the WRFU/MWRFU area.


SUBJECT 16: WRFU EVENT CONTRACT
EVENT CONTRACT FOR THE WISCONSIN RUGBY UNION

 1. Duties Of The Local Organizing Committee (LOC)
The local organizing committee agrees to perform each of the following enumerated duties as the parties have
indicated. In the event the LOC fails to fully perform any of these duties in a timely manner, the new Wisconsin
Rugby Football Union (WRFU) reserves the right to terminate this agreement.

The duties, which the LOC agrees to perform, are as follows (the following apply unless otherwise agreed
upon)
         * all aspects of venue set-up and tear down.
         * check-in, eligibility status and registration of participating teams.
         * lining of all fields with regulation field chalk or paint. The LOC's ensure fields are lined correctly
         and of regulation size. All fields must be roped off to ensure that only those allowed may be
         on the field. Regulation goal post must also be used and properly aligned on the fields. These
         goal posts must also have the minimum required padding as per the IRB handbook.
         * provide sufficient restrooms for players and fans. This will include bringing in portable restrooms if
         there are not enough restrooms otherwise. There will also need to be changing facilities for the players
         and referees. There must be separate facilities for men and women.
         * provide a tent/tarp for the referees.
         * provide concessions for food and non-alcoholic beverages. Concessions are to be free of charge to
         referees.
         * provide a minimum of two balls per field.
         * provide medical personnel while rugby matches are in progress. At a minimum the medical
         personnel should be EMT certified. Ready access to an ambulance service is also required.
         * send information packets by mail to participating teams at least six (4) weeks in advance. Packet
         should include tournament information (location, game schedule, etc.) as well as local information
         such as maps, restaurant guides, hotel information, etc.
         * provide directional signs to specify locations of locker rooms, field headquarters, registration, and
         medical facilities
         * provide all appropriate awards for men’s and women’s clubs.
         * display official WRFU signage as provided by WRFU. These signs will be returned to WRFU no
         later than 7 days following the completion of the event. All return postage is to be paid by the LOC.
         * provide a photographer (does not need to be a professional) who will take pictures of the venue,
         action shots, awards ceremonies, etc. The LOC will need to provide WRFU with copies of the pictures
         free of charge.
         * submit progress reports to the WRFU President on a regular basis (as reasonably determined by the
         WRFU) to inform him/her status of each item.
         * provide and block hotel space at a reasonable rate. Try to secure complementary rooms for the
         referees. Accommodation requirements need to be taken care of at least two months before the event.
         * the LOC also needs to arrange for space for registration and a captain’s meeting on the night before
         the event.
         * prepare and provide a final event report to the WRFU secretary no less than seven (7) days after the
         completion of the event. Final scores and results need to be communicated to the WRFU secretary on
         the evening the event is finished.
         * cooperate with WRFU by purchasing any supplemental insurance coverage if needed. LOC shall
         have general liability insurance of not less than $1,000,000 for the event. If the coverage is purchased
         from a source other than the USA rugby designated club liability program, the LOC will have USA
         rugby, WRFU and all event sponsors added as additional insured to the policy. The LOC will also
         ensure that each independent contractor (concessionaires, security, etc.) presents a certificate of
         insurance with general liability coverage of at least $1,000,000. Copies of all certificates of insurance
         need to be given to the WRFU secretary by no later than 30 days prior to the event.
         * be responsible for any loss occasioned by its failure to discharge any of its responsibilities or for its
         negligence in the discharge of its duties. The LOC will indemnify and hold harmless WRFU from any
         claim or loss arising from the LOC’s negligence. WRFU is not responsible for any financial losses
         incurred by the LOC.
         * other miscellaneous duties, as mutually agreed upon, that lead to the successful running of the
         tournament.

 2. Rights Of The Local Organizing Committee (LOC)
Subject to compliance with the sponsorship agreements and WRFU guidelines, the LOC shall have the right to
conduct and receive income from the following activities:
         * legal raffles and resulting sales.
         * sales of tournament-related merchandise and apparel.
         * solicitation of sponsorships in accordance with all WFRU stipulations set forth in Item Four of this
         contract.
         * sale of advertisements in the program, or other publication produced by LOC, the design and content
         will be specified and/or approved by WRFU and which shall include such advertisements, at no cost to
         WRFU or the advertiser, as may be required by WRFU sponsorship agreements.
         * ticket sales revenue - the price of tickets shall be reasonable and subject to the approval of WRFU.

 3. Duties And Rights Of The Wisconsin Rugby Football Union (WRFU)
All tasks relating to the competition and not required of the local organizing committee in this agreement are the
responsibility of the Wisconsin Rugby Football Union. WRFU retains the right to direct and control all aspects
of the competition not explicitly conferred upon the LOC. The LOC shall have no obligations or rights with
respect to the competition other than that set forth in this agreement.

WRFU unequivocally reserves the right to control the event, but delegates that responsibility and right to the
LOC, as long as the LOC proceeds in good faith and demonstrates competence in planning and implementing
the event and abides by the terms of the agreement. For all practical purposes, the LOC shall be deemed to be in
management control of the event. The WRFU shall:
         * review and approve LOC correspondence within five business days, unless otherwise agreed upon, in
         writing, by both parties.
         * provide the LOC with a calendar designating check-in and registration times at least twelve (12) days
         before event.
         * schedule all matches and handle all tournament seedings for the event
         * provide match schedules to the LOC when those teams and the seeding are identified.
         * provide WRFU signage.
         * provide an “example” program to the LOC to which they must adhere in quality and format when
         printing their programs.
         * provide all the necessary shipping costs to send the needed equipment and signage to the loc.
         * provide the loc with a list of competing teams at a minimum of within fourteen (14) days prior to the
         event.
         * provide a tournament representative who will be in charge of making decisions on all WRFU issues
         during the event.
         * provide referees for all matches.
         * WRFU has the right, under their disciplinary committee, to rule on any disciplinary matters that arise
         during the event. This is to include matters such as unacceptable behavior, persons not registered
         properly, etc.
         * assessment and collection of fines levied against teams for tournament violations. Fines collected are
         property of WRFU. Costs incurred by LOC as a result of tournament violations may be reimbursed
         upon written submission of claim with proof of expenses.
         * WRFU has the right to determine whether or not any other tournaments or matches are to be held at
         the venue on the weekend that the WRFU event is being held. If another tournament/match is allowed,
         WRFU has priority on all aspects of organizing the event.
         * WRFU retains all broadcasts and production rights to the event and any or may not broadcast the
         event. All revenue from broadcasting rights including advertising, syndication, or film sale shall
         belong to WRFU provided the broadcast shall not interfere with the rights or obligations of the LOC. If
         the LOC’s broadcast rights are affected the LOC has the right to renegotiate this agreement. WRFU is
         solely responsible for all costs and requirement for broadcasting, taping, and the production of the
         event for television; unless said rights are assigned to the LOC or a third party through a separate
         agreement.
         * WRFU agrees that, in the event WRFU disapproves of any LOC action, WRFU will provide an
         opportunity for the LOC to rectify the situation or to discuss the disapproval with an authorized WRFU
         representative.
 4. Sponsorship/Merchandising And Value In Kind (VIK) Guidelines
Except as otherwise explicitly provided in this agreement, WRFU reserves all sponsorship rights with respect to
the competition and all other activities of WRFU. To the extent the LOC may pursue and commit to
sponsorships in connection with the competition, it must do so under the following terms and conditions:
        * all sponsorship agreements originated by the LOC must be approved in advance by WRFU in the
        exercise of its sole and absolute discretion.
        * all sponsorships must meet any criteria that may be set by WRFU.
        * no LOC originated sponsorship may conflict with an existing WRFU sponsorship agreement, and no
        LOC originated sponsorship may in anyway interfere with performance by WRFU of its sponsorship
        agreements.
        * all sponsorship agreements originated by the LOC shall be made in its own name and not in the name
        of WRFU.
        * WRFU may prohibit or demand removal from the venue any means of identifying sponsor or
        recognizing contributions, (including public address announcements) if, in its sole and absolute
        discretion, WRFU determines that such items or recognition violate agreements, or rules, laws or
        regulations to which WRFU or its athletes are subject. Alcohol and tobacco sponsors are prohibited at
        all high school and collegiate events.
        * WRFU has complete control on the use of its logos and trademarks. WRFU may allow the LOC to
        use the WRFU logo when advertising and promoting the event. All use of the logo must be approved
        by the WRFU prior to the event.

 5. Miscellaneous
        * Notices: all notices, including request for approval and notifications of decisions on such requests,
        shall be by mail, email, or fax, addressed to the WRFU.
        * Relationship of Parties: the local organizing committee is an independent contractor of the WRFU
        and shall not act as an agent of WRFU nor lead others to believe it is the agent of WRFU.
        * Amendments: this agreement may not be amended except in writing that sets for the amendment in
        full and is signed by both parties.
        * Waiver: no waiver may be inferred or implied unless set forth in writing signed by the party against
        whom a waiver or estoppel is asserted, and waiver of any right shall not be deemed a waiver of that or
        any other right on any later occasion.
        * Interpretation: this agreement shall be construed in accordance with the laws of Wisconsin, and any
        action or arbitration involving the terms of this agreement or the relationship of WRFU and the LOC
        shall be brought or conducted in Wisconsin.

 6. Signatures

 THE WISCONSIN RUGBY FOOTBALL UNION INC.

 PRINTED NAME: _________________________________________________________________________

 TITLE: __________________________________________________________________________________

 DATE: __________________________________________________________________________________

 SIGNATURE: ____________________________________________________________________________


 LOCAL ORGANIZING COMMITTEE

 CLUB/TEAM NAME: ______________________________________________________________________

  SIGNATURE ON BEHALF OF THE LOC IS A DULY AUTHORIZED AGENT OF THE CLUB/TEAM
(INITIALS)

 PRINTED NAME: _________________________________________________________________________
TITLE: __________________________________________________________________________________

DATE: __________________________________________________________________________________

SIGNATURE: ____________________________________________________________________________

								
To top