BY-LAWS OF THE

SOUTHERN CALIFORNIA RUGBY REFEREES SOCIETY

(A NON-PROFIT ORGANIZATION)

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Table of ContentsARTICLE I: ORGANIZATION

ARTICLE II: PURPOSE

ARTICLE III: MEMBERSHIP

ARTICLE IV: MEETINGS

IV.I Annual General Meetings

IV.II Regular Meetings

IV.III Special Meetings

ARTICLE V: VOTING

ARTICLE VI: EXECUTIVE COMMITTEE

VI.I President

VI.II Senior Vice President

VI.III Vice President

VI.IV Secretary

VI.V _ Treasurer

VI.VI Collective Responsibilities

ARTICLE VII: COMMITTEES AND CONSULTANTS

ARTICLE VIII: AMENDMENTS

ARTICLE IX: DRESS CODE

ARTICLE X: DISCIPLINARY ACTION

ARTICLE XI: MATCH FEES AND REIMBURSEMENTS

ARTICLE XII: PROMOTIONS

APPENDIX A: DEFINITIONS

APPENDIX B: SOCIETY CREST

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ARTICLE I: ORGANIZATION

a. The name of the organization shall be Southern California Rugby Referees Society (SCRRS).

b. The organization may change its name by a vote of the membership.

c. Shall be registered as an organization annually with USA Rugby

ARTICLE II: PURPOSE

a. To provide the sanctioned rugby community in the southwest geographic region (Southern California, Nevada & Arizona) with certified referees and to be the central resource for referee allocations within that area.

b. To provide training, coaching, evaluation and on-going development for all SCRRS members in good standing. USA Rugby certified instructors provide training; the curriculum and cost of the training is set by USA Rugby.

ARTICLE III: MEMBERSHIP

a. Membership in this organization shall be open to all who desire membership.

b. Members must have successfully completed an introductory officiating course.

c. Registration with USA Rugby at the beginning of every registration period is required. Each member will register individually through the USA Rugby website and proof of renewed membership must be submitted electronically to SCRRS Secretary to be considered eligible for active SCRRS membership. After

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completing 3 matches as a referee or coach/evaluator, SCRRS will reimburse active members for the registration fees.

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d. To be a member in good standing, a referee must:

i. be currently registered with USA Rugby or another recognized referee certifying society, and

ii. be an active participant within SCRRS which shall include referee duties, coaching, committees, and special assignments, and

iii. be a positive role model on and off the field, representing the best interests and highest standards of SCRRS, and

iv. be punctual and advise the appropriate persons if circumstances change where upon you may be late for your assignment

e. Members must adhere to USA Rugby’s Code of Conduct; failure to do so will result in disciplinary actions by the Executive Committee.

f. A voting member is considered a member who has participated as an assigned official in a minimum of five SCRRS-sanctioned matches and is in good standing. This shall include match officials in the capacity of coaches, center referees, assistant referees, performance reviewers, or an official executive capacity of SCRRS.

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ARTICLE IV: MEETINGS

a. Society meetings may take the form of an annual general meeting (AGM), a regular meeting or a special meeting. At each type of meeting the EC may exchange information with the members. Society business may be conducted at the AGM but not at a regular meeting. At a special meeting only the business specified in the special meeting notice may be conducted.

b. The Secretary shall publish information pertaining to any meetings on the organization’s web site and shall contact all members by e-mail at least ten (10) days in advance of any meeting. The information shall include the date and time, the location, the business to be transacted and by whom the meeting was called. Also the list of members eligible to vote will be published, where applicable. Any member requiring meeting notices to be sent by U.S. Postal service must request such notification in writing to the Secretary. Contact will be made using members’ contact information as it appears in the membership roll book of this organization.

c. Meetings may take place in-person, by telephone/video conferencing, or any combination thereof, to make attendance most convenient. Only the AGM requires a set location and attendance in-person

d. At least twenty-five percent (25%) of the members in good standing shall constitute a quorum and shall be necessary to conduct the business of this organization. A lesser percentage may adjourn the meeting for a period of not more than four weeks from the original date and the Secretary shall notify all members of the reconvened meeting. A quorum is required at a reconvened meeting in order to conduct business.

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IV.I Annual General Meetings

a. The AGM of this organization shall be held no sooner than the last weekend in August and no later than the first weekend of November.

b. Order of Businessi. Roll call.ii. Reading of the minutes of the preceding meeting.iii. Reports of officers.iv. Reports of committees.v. Old and unfinished business. vi. New business.vii. Adjournment.

IV.II Regular Meetings

a. Regular meetings shall be held at the discretion of the EC.

b. Regular meetings are for informational purposes only and cannot be used to set any policy for this organization.

IV.III Special Meetings

a. Special meetings may be called for:

I. By the President, when the President deems it for the best interest of the organization.

II. At the request of sixty percent (60%) of the members of the Executive Committee or twenty-five percent (25%) of the members of the organization in good standing, the President shall cause a special meeting to be called provided such a request was made in writing at least ten (10) days before the requested date.

b. Only the business specified in the special meeting notice may be transacted.

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ARTICLE V: VOTING

a. Voting, except for the election of officers, shall be by voice. For the election of officers, ballots shall be provided and nothing shall appear on any ballot that might indicate the person who cast the ballot.

b. For all votes by ballot, the SCRRS Secretary shall act as Inspector of election and certify the results to the President. The results shall be included in the meeting minutes.

c. No Inspector of Election shall be a candidate for office or shall have a personal interest in the matter voted upon. In the advent that the Secretary is opposed when running for office, any member of the EC who is not running for office or running unopposed may act as Inspector of election. In the advent that all the EC are challenged, the president will appoint an Inspector of election from the membership.

d. A voting member may hold one proxy. The member submitting the proxy must notify the Secretary at least 24 hours prior to the meeting.

ARTICLE VI: EXECUTIVE COMMITTEE

The Board of Directors shall be comprised of an Executive Committee of no less than 3 members, each of which is an officer holding one or more of the following titles:

i. Director and Presidentii. Director and Senior Vice Presidentiii. Director and Vice Presidentiv. Director and Secretaryv. Director and Treasurer

Two or more offices may be held by one person, except that neither the Secretary, the Treasurer nor any other officer may serve concurrently as the President.

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VI.I Director and President

a. Shall present at each annual general meeting of the organization an annual report of the work of the organization.

b. Shall appoint all committees, temporary or permanent.

c. Shall oversee all books, reports, and certificates required by law are properly kept or filed.

d. Shall be one of the officers who may sign the checks or drafts of the organization.

e. Shall have such powers as may be reasonably construed as belonging to the chief executive of any organization.

f. Shall be the direct point of contact with all other rugby governing bodies, including that of USA Rugby.

VI.II Director and Senior Vice President

a. The Senior Vice President (SVP) will be the most senior of the two vice-presidents.

b. In the event of the absence or inability of the President to exercise the office of President, the SVP shall become acting president of the organization with all the rights, privileges, and powers as if the SVP has been the duly elected president.

c. The SVP shall, with input from the other EC members, oversee all referee assignments.

d. The SVP will oversee the assigning efforts of the vice-president.

e. All final presentation of assignments will be done by the SVP.

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f. The SVP will delegate assigning duties to the VP as needed.

VI.III Director and Vice President

a. The Vice President (VP) will be the junior of the two vice presidents.

b. The VP shall support the SVP in duties of assignments and allocations.

VI.IV Director and Secretary

a. Shall keep the minutes and records of the organization in appropriate books or electronic media including names, contact information, certifications, etc., of all members of SCRRS.

b. Shall file any certificate required by any statute, federal, or state.

c. Shall give and serve all notices to members of this organization.

d. Shall be the official custodian of the records of this organization.

e. May be one of the officers required to sign the checks and drafts of the organization.

f. Shall submit to the Executive Committee any communications as deemed as necessary, which shall be addressed to him/her as Secretary of the organization for EC review.

g. Shall attend to all correspondence of the organization and shall exercise all duties incident to the office of Secretary.

h. Shall act as lead for the SCRRS official website and all other communications and social media outlets related to SCRRS.

i. Shall serve as the direct contact for all new referees.

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j. Upon certification of 501(c)(3) status, shall maintain accurate records as needed and required to ensure continued IRS compliance.

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VI.V Director and Treasurer

a. Shall have the care and custody of all monies belonging to the organization and shall be solely responsible for such monies or securities of the organization.

b. Shall cause to be deposited in a regular business bank, or trust company, the funds of the organization except that the EC may cause such funds to be invested in such investments as shall be legal for a non-profit corporation in this state.

c. Must be one of the officers who shall sign checks or drafts of the organization. No special fund may be set aside that shall make it unnecessary for the Treasurer to sign the checks issued upon it.

d. Shall render at stated periods, as determined by the president, a written account of the finances of the organization and such report shall be physically affixed to the minutes of the EC of such meeting.

e. Responsible for the financial books of SCRRS being made readily available for audit.

f. Will ensure that the financial books of SCRRS are completed by a Certified Professional Accountant no later than the 1st of August of every year.

g. Shall exercise all duties incident to the office of Treasurer, and present an annual budget to the membership at the AGM.

h. Upon certification of 501(c)(3) status, shall maintain accurate records as needed and required to ensure continued IRS compliance.

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VI.VI Collective Responsibilities

a. The Executive Committee (EC) shall have the control and management of the affairs and business of this organization. Such EC shall only act in the name of the organization when it shall be regularly convened by the President after due notice to all the members of such meeting.

b. The EC members for the following year shall be chosen at the AGM and shall serve for a term of one year. There shall be no term limits.

c. No EC member shall receive any salary or compensation for their duties as a member of the EC. An EC member may receive compensation from the organization for duties other than as an EC member, where appropriate,

d. Vacancies in the EC shall be filled at the discretion of the President. Those persons may perform the duties of that office and attend EC meetings but may not vote on EC business until elected by the organization’s membership.

e. The EC may entertain charges against any member of the society, including those serving on the EC. Member(s) of the EC may be removed from their respective position when sufficient cause exists for such removal by majority vote of membership. Legal Counsel may represent a member upon any removal hearing.

f. All appointments to represent the organization in an exchange of referees with other referee societies shall be made at the sole discretion of the EC and the Development, Assessment, Performance Review Committee (DAPR). A record of all exchanges shall be available for review by any society member.

g. EC meetings shall take place at the discretion and convenience of the president. EC meetings may be held in person or by telephone conferencing or video conferencing and shall happen at least once each calendar quarter.

h. Sixty percent (3/5) of the members of the EC shall constitute a quorum. Each EC member shall have one vote and such voting may not be done by proxy. At least three votes are required to approve any EC action regardless of how many EC members are in attendance.

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i. The EC may make such rules and regulations covering its meetings as it may determine necessary.

ARTICLE VII: COMMITTEES AND CONSULTANTS

a. The Executive Committee shall hire as needed any legal, operational or financial assistance in order to keep this organization in good order.

b. All committees of this organization shall be appointed by the President and their term of office shall be for a period of one (1) year, or less if terminated by the President.

c. The EC shall hire of any consultants necessary for the conduct of the business of the organization. This shall be available to the membership in the minutes of the monthly EC meetings that are posted on the society website.

ARTICLE VIII: AMENDMENTS

Any changes to existing approved by-laws must be presented to Society members at least two weeks prior to the Annual General Meeting (AGM) or a nominated Special Meeting for their review. Amendments may be partially approved.

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ARTICLE IX: DRESS CODE

a. For all assigned SCRRS-sanctioned matches, SCRRS jerseys must be worn, when practical, and tucked into shorts. Socks shall be pulled up to the knee at all times. Referees are expected to dress in clean kit, again, where practical. Failure to comply may lead to disciplinary action, starting with a written warning.

b. The Refereeing Dress of the Society should be worn when representing the Society, and shall be as authorized and made available by the Society.

c. No Member may use the Crest of the Society in any way without the express written permission of the EC. The Society reserves the right to levy a fee for the use of the Crest on anything other than authorized refereeing dress.

d. Logos denoting sponsorship may be displayed on the jersey from time to time as authorized by the EC and in accordance with the regulations of the governing Unions.

e. From time to time, the EC may authorize the attachment of the Society Crest to approved items of casual wear.

f. The EC may authorize the attachment of the word, “Coach”, “Assessor”, “Match Official”, “Coach/Assessor”, “Instructor”, as appropriate, to approved items of casual wear. In such cases, the Member may also attach related badges from World Rugby, USA Rugby or other appropriate rugby organization.

ARTICLE X: DISCIPLINARY ACTION

a. The discipline of the members of the society shall be administered by the Disciplinary Committee (DC), which is entirely made up of those serving on the EC. The decisions of the DC shall be binding upon the members, subject only to the right of appeal.

b. The appeal committee shall be nominated by the EC. It shall consist of one EC

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member, one SCRRS coach and three SCRRS members in good standing.

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c. The DC shall be guided in its duties by the relevant regulations of World Rugby, or USA Rugby, or Southern California Rugby Football Union

d. Discipline may run from a documented verbal warning, up to, and including, termination of membership. A member has seven (7) days from the date of notification to appeal to the DC in writing. Appeals should be lodged to the SCRRS Secretary at the address given in the DC notification.

ARTICLE XI: MATCH FEES AND REIMBURSEMENTS

SCRRS reimburses members by a per diem basis together with a mileage allowance.

a. Reimbursements are subject to change throughout the year with prior notice as determined by the EC. Reimbursement rates will be reviewed by the EC annually, by no later than November 1st. The per diem will be no greater than the IRS-established per diem for that tax year.

b. Reimbursements must be claimed within 30 days of a completed assignment

ARTICLE XII: PROMOTIONS

All promotions up to and including the C2 level are at the discretion of the Development, Assessment, Performance, and Review Committee (DAPR) based on information gathered from coaches and other certified officials.

a. Requirements for promotion to C-1 and higher:1. Completion and proof of completion of the Level 2 Officiating course2. At minimum two Coach’s recommendations at “above grade”3. One Performance Review evaluation at “above C-2 grade”

b. Requirements for promotion to B Panel:1. At least one out-of-territory Performance Review evaluation must be

obtained at “above C-1 grade”.2. One “above grade” Performance Review within territory during 18-month

period.

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3. Completion of the Coaching of Match Officials Level 1 course.

APPENDIX A: DEFINITIONS

Sanctioned match: A match or tournament approved through SCRRS, that is placed on the official referee assignments sheet, and shall include match official duties such as referee, assistant referee, referee coach, performance reviewer, or any other duty to which a match official may seek per diem reimbursement from SCRRS.

APPENDIX B: SOCIETY CREST

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