BYLAWS

Great Plains Rugby Football Union

ARTICLE I - NAME, LOCATION, AND NATURE

Section 1: Union
The Great Plains Rugby Football Union (hereafter referred to as the Union) shall be comprised of all individuals and groups of individuals in the states of Nebraska & South Dakota, who have banded together for the purpose of playing, promoting, and officiating the game of rugby union football. Clubs within this definition may be exempted from membership in the Union upon mutual written agreement between the Great Plains Union and the other union which the club chooses to join.

Section 2: Offices
The principle office and place of business of the Union shall be Omaha, NE. All meetings of the Board of Governors shall be held in Omaha, Nebraska. The mailing address and meeting place can be altered by the President at any time to convenience Union members.

ARTICLE II - OBJECTS AND PURPOSES

Section 1: Amateur Nonprofit Status
The game of rugby is an amateur game. No one is allowed to seek or receive payment or other material regard for taking part in the game of rugby union football. The Union shall take all steps necessary to obtain and maintain status as a charitable nonprofit organization under the provisions of Section 501(c)(3) of the Internal Revenue Code. All charitable donations to the Union, unless specified otherwise by the donor, will be placed in the Union's general fund to offset operating expenses or to be allotted to projects as approved by the Executive Committee.

Section 2: Representative Play
All representative play shall be organized by and under the control of the Union. The Union shall organize the selection, scheduling and play of teams representing various groups, including but not limited to the Union as a whole, men, women, age levels, and geographical areas. The Executive Committee shall appoint managers, coaches, selectors, and other necessary officials to administer any representative side.

Section 3: Direction
The Union and its member clubs (hereafter referred to as Members) shall adhere to and support all directives, rules and regulations of the United States of America Rugby Football Union (USARFU) and the Western Rugby Football Union (WRFU).

ARTICLE III - MEMBERSHIP

Section 1: Associate Membership
(1) Any Group of seventeen or more persons who have banded together to play rugby union football within the Union must apply for associate membership.

(2) Applications shall be made by the prospective Associate Member filling out and submitting to the Vice President a membership form provided by the Union. The application shall contain:
a. Proposed name and permanent mailing address;
b. Names, addresses and telephone numbers of officers;
c. Proposed colors and design of jerseys;
d. Home field description, location and map;
e. Financial arrangements;
f. Full Member sponsor

(3) The application shall be reviewed by the Vice President, who may obtain other information as necessary to make recommendation. All applications shall be submitted with the Vice President's recommendation to the Executive Committee at its next meeting. The applicant shall be informed in writing by the Vice President of the time and place of the meeting.

(4) The Executive Committee shall act on the application at the meeting at which it is submitted. The decision shall be:
(a) to elect the applicant to Associate Member;
(b) to request that the applicant become better established and resubmit the application later; or
(c) to reject the application for stated and specific reasons. The results of the majority vote shall be communicated to the applicant, and if elected, the new Associate Member may schedule and play matches with any other Member.

(5) Any Full Member may sponsor a prospective Member. The sponsor shall support the development and play of the Associate Member and submit a written report on the progress and status of that Member six months after approval.

Section 2: Election to Full Membership
After one year as an Associate Member, the club's operation and participation shall be brought up for review by the Vice President to the Executive Committee. Upon Executive Committee approval, the Vice President shall recommend election to Full Member at the next meeting of the Board of Governors, and shall inform the Associate Member in writing, of the time and place of that meeting.

Section 3: Honorary Membership
Nomination for election to Honorary Membership shall be made by any member of the Executive Committee or Board of Governors at any Board of Governors meeting.

Section 4: Youth Rugby:
Youth Rugby, defined as the high school aged rugby and below will be governed by the Nebraska Youth Rugby Association. There will be a Youth Director, nominated from the NYRA Board that serves as a member of the GPRFU Executive Council.

Section 5: Suspension
(1) The Union shall immediately notify in writing a Member of its suspension or termination and the terms of such suspension, including prerequisites for reinstatement. No suspended or terminated Member shall participate in any rugby match anywhere or have any voting rights in Union Matters.

(2) No Member shall knowingly participate in a match with or against a suspended or terminated Member, or involving a player suspended pursuant to these Bylaws or rulings by the Executive Committee, Board of Governors, Disciplinary Committee, or other Union body. Any Member who does so knowingly participate is subject to suspension or termination.

(3) Suspension or termination shall not excuse a Member from any debts or obligations, nor entitle the Member to a refund or any monies previously paid to the Union, its officers, directors or committees.

(4) The Union shall immediately notify in writing the USARFU, WRFU, and other interested parties of the suspension or termination of any Member.

(5) Any suspended Member may apply in writing to the Executive Committee for reinstatement only after the terms of suspension have been fulfilled. Such application shall state goals for reinstatement, including fulfillment of any reinstatement requirements. The Executive Committee shall review the application, approve or disapprove by majority of those present, and so notify the Member. Once reinstated, the Member resumes all membership rights.

ARTICLE IV - PERMANENT COMMITTEES

Section 1: Executive Committee
(1) The Executive Committee shall be responsible for overseeing the day-to-day operations of the Union. It shall consist of the President, Vice President(s), Secretary, Treasurer, Director of the Referee Society, Chairman of the Disciplinary Committee, and Youth Rugby Director.

(2) The Executive Committee shall meet at least two times a calendar year, with at least one meeting in preparation for the Annual General Meeting. Notices of these meetings shall be included in the Master Schedule; written notice of any meetings called after publication of the Master Schedule shall be given to all Executive Committee members at least ten days before meeting. The President, or in their absence, the senior Vice President, shall call and chair all Executive Committee meetings. Meetings may be called at any time with proper notice. A meeting must be called within twenty days of receiving a written request from a majority of the members of the Executive Committee.

(3) The Executive Committee shall exercise all powers as set forth in the Constitution, Bylaws, Rules and Regulations, and directives of the Board of Governors, including but not limited to handling, hearing and deciding any complaints from Members, the Disciplinary Committee, the Referee Society, officers, and other Union bodies. The Executive Committee may appoint temporary committees, as it deems appropriate.

(4) All Executive Committee decisions shall be by a majority of those Executive Committee members present. All decisions will be final and not subject for review, except as provided in the Constitution and these Bylaws.

(5) The Executive Committee may impose penalties, including but not limiting to fines, fees, forfeits, cancellations, ordering matches played, and suspensions for violations of the Constitution, Bylaws, Rules and Regulations, and other Union directives, guidelines, and rulings. The Executive Committee may establish routine penalty schedules, which shall be published periodically for the Members, and may appoint officers to oversee and impose penalties. Any Member adversely affected by a penalty may request a review at its next meeting and may affirm or cancel but not increase nor decrease the penalty.

Section 2: Disciplinary Committee
(1) The Disciplinary Committee shall be responsible for handling, hearing and deciding all complaints submitted by Members, officers, and the Referee Society against clubs, players, coaches, and spectators involving violations of the Laws of the Game and directives of the International Rugby Football Board and USARFU. It shall be composed of the Chairman appointed by the Executive Committee and four others appointed by the Chairman and approved by the Executive Committee. Members of the Disciplinary Committee shall serve until death, resignation or removal by the Executive Committee.

(2) The Disciplinary Committee shall exercise all powers set forth in the Constitution, Bylaws, Rules and Regulations, and directives of the Board of Governors including, but not limited to, issuing warnings, levying fines and forfeits, and awarding temporary or permanent suspensions against any clubs, players, coaches and spectators.

(3) All decisions shall be by majority vote of the Disciplinary Committee members. Written notices of all disciplinary actions shall be given immediately to the President, clubs, and individuals involved, and the Referee Society. The Chairman shall report at each meeting of the Board of Governors on all actions and decisions taken and pending since the last meeting.

(4) Any expulsion from a playing enclosure shall be reported to the Disciplinary Committee Chairman by the match referee and the club(s) involved. Penalties for expulsion are as follows:

a. Any individual expelled from a match is automatically suspended from further play for eight (8) days or one (1) match, whichever is greater, commencing on the day of the expulsion. This includes any matches that are considered friendly matches, tours, select side, tournaments or championship matches.

b. Any player or coach subjected to Disciplinary Committee sanction three times within a twelve-month period is automatically suspended from further play for a minimum of six months from the date of the third sanction, unless reviewed and reversed by the Disciplinary Committee.

c. Any person ejected from the playing enclosure for verbal abuse of the referee is automatically suspended from attending or participating in rugby matches for a minimum of thirty (30) days from the date of ejection, unless reviewed and reversed by the Disciplinary Committee.

d.Any person subjecting the referee to physical abuse is automatically suspended from participating in rugby matches as a player or observer for a minimum of one calendar year from the date of ejection, unless reviewed and reversed by the Disciplinary Committee and this in addition to any legal action brought by the referee.

e. Any player or observer not part of an original confrontation who then joins in and attacks any of the players in the dispute shall be automatically suspended from participating or observing rugby for a minimum of six (6) months from the day of the ejection and shall not be permitted to petition for a reduction of penalty until (3) months of the suspension have expired.
f. Any rugby club or member that causes physical damage to any personal property of any individual during any rugby or rugby related function (including but not limiting to such things as overnight lodging, restaurants, bars, private residences, etc.) shall be suspended for a period of not less that fifteen (15) days and all restitution shall be assessed and paid for prior to resuming play.

g.All suspensions shall be fulfilled during the playing season in which it was assessed. If the sanction is not completed during the playing season in which it was assessed then the sanction will carry over to the next playing season and then be completed.

h. Any individual or club not observing these sanctions shall be subject to further penalty including, but not limited to fines, forfeits, suspensions, and termination by the Disciplinary Committee or Executive Committee.

(5) Any individual or club subject to Disciplinary Committee action may submit a written statement to the Chairman of the committee concerning the incident in question.

(6) The individual or club may request that the Executive Committee review the action, such review will be granted only if the request is received in writing within five days of the Disciplinary Committee action. The player shall not be allowed to play or participate in rugby until the appeal is decided. The Executive Committee may choose not to review the action without further input, in which case the action stands without change. If the Executive Committee reviews the action, it may affirm, cancel, increase or reduce, or otherwise alter the action. The Executive Committee shall have the sole right to determine the manner of review, including the use of written or oral statements alone, hearing witnesses, and personal or telephone interviews.

Section 3: Jurisdiction
All disputes and complaints shall be submitted to the Executive Committee or Disciplinary Committee. In case of doubt, notice should be sent simultaneously to the President and the Disciplinary Committee Chairman. Upon receipt of such notice or upon observation that the issue may fall under the other's jurisdiction, the President and Disciplinary Committee Chairman shall consult, determine which committee has authority, notify the appropriate parties and proceed to take action. If jurisdiction cannot be established, the original dispute shall be handled by the Executive Committee.

ARTICLE V - OFFICERS

Section 1: Duties of the President
The duties of the President shall include, but not be limited to:
(1) General and active supervision over the business of the Union, its officers and committees;
(2) Calling and supervising all meetings of the Board of Governors and the Executive Committee;
(3) Handling any problems regarding any Union office or committee;
(4) Appointing temporary committees as appropriate;
(5) Representing the Union in matters before the WRFU and USARFU.
(6) Representing the Union in all other contacts with entities and organizations both related and not related to rugby.

Section 2: Duties of the Vice President
The duties of the Vice President shall include but not limited to:
a. Serving as the interim President of the Union should the elected President be unable to serve temporarily or permanently;
b. Supervising applications for full and associate memberships and making recommendations to the Executive Committee and Board of Governors;
c. Coordinating and overseeing all tours into and out of the Union involving any Member, club, select side or organization;
d. Coordinating and overseeing all Union-sponsored tournaments;
e. Collecting and maintaining a current list of all club names, abbreviations, colors and uniform.

Section 3: Duties of the Secretary
The duties of the Secretary shall include but not be limited to:
(1) Keeping the minutes of the Board of Governors and the Executive Committee;
(2) Keeping current and distributing to Members, officers, and organizations the Constitution, Bylaws, Rules and Regulations, and other documents;
(3) Publishing written notices of meeting of the Board of Governors and the Executive Committee, at the direction of the President;
(4) Coordinating, developing, and publishing the Master schedule;
(5) Notifying Members and other parties of actions taken by the Union;
(6) Keeping record of match results and publishing standings;
(7) Generating and distributing all official Union correspondence;
(8) Maintain and publish the Master Contact List of all officers, clubs and club contacts.

Section 4: Duties of the Treasurer
The duties of the Treasurer shall include but not be limited to:
(1) Maintaining custody and responsibility for all Union funds;
(2) Supervising written notification and collection of all dues, deposits, fees, fines and assessments owed to the Union;
(3) Paying all dues, deposits, fees, fines, assessments, and other debts owed by the Union;
(4) Writing annual reports of the Union's financial status to be presented at each Board of Governors meeting and any other time the President requests;
(5) Preparing recommended budgets for Executive Committee review prior to each Board of Governors meeting and preparing budgets and financial statements as requested by the Executive Committee.

ARTICLE VI - SCHEDULING

Section 1: Competitive Leagues
There shall be nine competitive leagues:
(1) Men's Club Division I (2) Men's Club Division II (3) Men's Club Division III (4) Women's Club Division I (5) Women's Club Division II (6) Men's Collegiate Division I (7) Men's Collegiate Division II (8) Women's Collegiate Division I (9) Women's Collegiate Division II.

Section 2: Change of League Status
Club requests to move to a different league must be sent to the Executive Committee. The Executive Committee’s decision to approve/disapprove the move will be returned to that club within (10) business days.

Section 3: League Scheduling
The Union’s Secretary will schedule clubs in a league to play each other once every fall season on a home or away alternating basis. The fall league season will be during the months of September and October, excluding Labor Day weekend. The league master schedule will be published on the Union’s website no later than July 1st each year. Matches between clubs separated by more than 200 miles will be scheduled at an appropriate halfway rugby venue determined by the Union’s Secretary.

Section 4: League Matches
League matches must be regulation 80 minute matches. Forfeiting any of these matches will make a club ineligible to advance in competition. The designated home club will be responsible for the referee fee and provide a proper playing field for the match. For halfway matches, the designated visiting club will pay the host venue club a $75.00 field usage fee, unless the visiting club options out of the halfway match and agrees to travel the full distance to the home club’s venue. More than one match may be played each fall between clubs in a league. However, only one match per season will be counted towards league competition. That match must be designated as the league match on the Union’s league master schedule.

Section 5: League Champion:
A league champion will be determined by the club earning the most competition points at the conclusion of all league matches. Competition points are earned during each of the league matches as such: Win (4 points), Tie (2 points), Loss by 7 or fewer points (1 point), Loss by more than 7 points (0 points), Score 4 or more ties in a match (1 point), Forfeiting a match (-1 point). A club earning a win by forfeit will receive the maximum 5 competitive points and a score of 28-0. At the end of the league season, if a tie exists and both clubs have met all other requirements set forth by the Union, then the following tie-break order will be applied: 1) Winner of the head-to-head match; 2) Most bonus points; 3) Coin flip.

Section 6: Master Schedule Preparation:
May 15th each year, the Secretary shall submit to each member club a form for special scheduling requests during the league season. These forms must be returned to the Secretary by June 15th or they will not be honored. The Secretary shall take these requests into consideration, compose a master league schedule as specified by these Bylaws, and publish the proposed master schedule by July 1st.

Section 7: Master Schedule Changes:
Once the league master schedule has been published, member clubs may submit in writing to the Secretary requests for schedule changes. Both member clubs involved in the match must agree to the change. No fee is required for change requests submitted at least thirty (30) days in advance of the match. A $50 fee must accompany any request submitted less than 30 days in advance of the match. If the request is submitted properly and both the Secretary and Referee Society can accommodate the change, then it will be allowed. If the changes cannot be accommodated, the fee will be returned. No schedule changes will be allowed less than 14 days in advance of the match.

Section 8: Master Schedule Deviations:
(1) Any team or side which fails to play any match as scheduled on the league master schedule with a minimum of 10 CIPPed players, except for weather cancellations, shall forfeit the match and be penalized as follows:
a. For the first offense, $50 fee, and the referee's fee.

b. For the second offense within any twelve-month period, $100 fine and the referee's fee.

c. For the third offense within any twelve-month period, $200 fine and the referee's fee. In addition, the offending club shall not be permitted to travel out of the Great Plains RFU under any name for any rugby function, for a period of one year from the date of the third forfeit.

d. For any further forfeits, suspension from all rugby activities for a period of one year. Players from the suspended club are ineligible for participation with any other Union club or select side during the period of suspension.

e. There may be double fines and forfeits when both clubs fail to play a match as it appears on the Master Schedule.

(2) The Fines in (1a) through (1c) shall be doubled if a club fails to notify its scheduled opponents, the Secretary, and the Referee Society of a cancellation, except for adverse weather conditions, at least 48 hours before the match is scheduled.

(3) Fine payments or the arrangement of fine payments should be made to the union Treasurer within 72 hours after the scheduled date of the forfeited match. No club may play matches with resolving their fine payment situation with the union Treasurer; any attempt to play additional matches will subject the club to additional fines and forfeits as specified in these Bylaws.

(4) The Secretary shall supervise the Master Schedule and any deviation there from. Any club wishing to appeal a forfeiture or fine must nevertheless pay the fine and submit a written request for review to the Secretary within 72 hours of the date of the match in question. The Secretary shall determine if the penalty will stand, be canceled, or be modified and will so notify the affected clubs. Clubs may petition the Executive Committee for further review within 48 hours of the Secretary's notification. The Executive Committee may affirm, increase, decrease, cancel or modify the Secretary's decision. If canceled, the fines submitted shall be returned.

(5) Matches may be postponed by the Union or clubs when adverse weather conditions render playing the match unsafe for the players or harmful to the pitch, or traveling to the match unduly dangerous. The host club is responsible for postponing a match due to adverse weather conditions at the game site. The club postponing shall notify its scheduled opponents, the Secretary, and the Referee Society by 8 am or four hours prior to the match, whichever is earlier. Failure to so notify shall result in an automatic fine of $50 and the referee's fee, and the Union may award a forfeit if circumstances warrant.

(6) If a scheduled league match is postponed for any reason, it is the duty of the clubs involved to reschedule the match during the season in question. If a date cannot be agreed upon, the match will not be played or rescheduled, and the season record will stand without the match recorded. In circumstances other than adverse weather conditions, the Union may award a forfeit.

ARTICLE V11 - FINANCES

Section 1: Annual Budget
(1) The Treasurer shall prepare an annual budget having sufficient income to meet anticipated expenses, and shall present it to the Executive Committee by its last meeting before the Annual General Meeting. The Executive Committee shall review, modify as appropriate, and submit the budget to the Board of Governors. The Board of Governors shall review, modify, as appropriate, and approve the final budget prior to adjournment.

(2) If anticipated income is not sufficient to cover existing debts, than the Executive Committee shall determine other methods to raise funds, set payment priority for outstanding debts, and modify the budget as necessary to meet its obligations. If fund raising fails to cover expenses, the Executive Committee is authorized to assess all Members as required to eliminate the shortfall.

Section 2: Financial Obligations
(1) The Treasurer shall send out timely notices of subscriptions, dues, fines, assessments, or other financial obligations to Members with deadlines for payment. Any Member arrears of any financial obligations will not be permitted to vote at any meeting or play in any matches or tournaments until such obligations are fulfilled.

(2) Any Member may request that the Executive Committee review its financial obligations by submitting a written request the funds owed, and a copy of the Treasurer's notice within seven days of receipt; if not so submitted, the request will not be honored and the Member's right to review will be voided. The Executive Committee shall review properly submitted request and may affirm, increase, decrease, cancel or modify the obligations and so notify the petitioning club. The Executive Committee's decision is final.

Section 3: Member Dues
(1) The Union will assess each member club with dues as set by a popular vote at the Annual Board of Governors Meeting. These dues must be in correspondence with the budget passed at this Board of Governors Meeting. All member dues are due no later than March 15th of each calendar year.

(2) Each member club must register their players in accordance to WRFU and USARFU standards including individual registration and CIPP registration.

ARTICLE VIII - PLAYER REGISTRATION

Section 1: Administration
All persons involved in playing, administrating, coaching and organizing the sport of rugby union football in the Union shall be registered in accordance with these Bylaws and Rules and Regulations. The Union's player registration program may be modified or eliminated by future programs implemented by WRFU or USARFU.

Section 2: Registration Procedures
Registration Procedures are included in the DUES & REGISTRATION SUPPLEMENT

Section 3: Verification Procedures
(1) All Members participating in any match within the boundaries of the Union including all non-competition matches and B-side matches shall utilize a GPRFU Match Report Form. This is an online document found on the Union's website. This match report must be completed by both coaches and the matches referee within 24 hours of the match being played.

(2)All clubs shall have a team binder containing the following:
a. A Medical Insurance & Identification form for each registered player. This form must contain a photocopy of the insurance card and identification.

b. A current CIPP list printed from the USA Rugby Web Site.

c. Any CIPP sheet for players recently registered with CIPP and not included of the list printout.

(3) This binder shall be given to the opposing captain or coach 20 minutes prior to scheduled kickoff. It is his/her duty to verify the compliance of all players. All players must be verified until the opposing captain or coach is satisfied. If any disputes regarding eligibility are encountered, the referee will act as the mediator and make any notes necessary. If the dispute about the player or players in question is not raised and notated on the form before the match, then the team bringing up the eligibility question after the match must submit the eligibility party/parties to the Executive Committee or Disciplinary Committee in writing within twenty one (21) days of the match or else the protest will not be allowed. Any player, administrator, or club that abuses any section of these Bylaws or the Rules and Regulations, including falsifying documents, presenting non-validated cards or substituting valid CIPP numbers for non-registered players will be subject to penalty which can include, but is not limited to forfeitures of the match, a fine, suspension, expulsion from play or involvement in GPRFU sanctioned rugby activities or events.

ARTICLE IX - RULES AND REGULATIONS

Section 1: Description
There shall be a set of Rules and Regulations to handle the day-to-day operation of the Union consisting of decisions, orders, rules, regulations, and other directives of the Executive Committee and the Board of Governors. Failure to comply with the Rules and Regulations shall subject the club, player, coach or administrator to fines, suspensions, or other sanction as set forth in the Constitution, Bylaws, Rules and Regulations and other Union directives.

Section 2: Maintenance
The Secretary will compile additions, deletions, modifications, or other amendments to the Rules and Regulations, and publish them for member clubs by February 15 of each year. If the Rules and Regulations are modified during the year, the Secretary will compile changes and distribute them to the Members within fifteen days. Each Member shall maintain a current copy of the Constitution, Bylaws, Rules and Regulations, and other Union directives and documents, and shall pass them on to succeeding club administrations. If additional copies are required, other that the notifications described in these Bylaws and the Constitution, the requesting club must submit a $5 fee per copy.

ARTICLE X – REFEREE'S SOCIETY

Section 1: Schedule Submission
Each member shall submit a full typed schedule to the Referee's Society via e-mail or web site submission. This schedule shall be submitted by February 1, or August 1 depending on the season. If a full schedule is not delivered by the deadline, there is no guarantee that referee's will be supplied for the given competition.

Section 2: Referee Fees
The Member is required to have payment for the match at the time of its being played. This payment must be given to the referee on duty

Section 3: Referee Requirements
Each collegiate and club member (men & women) is required to provided one certified, active referee. An active referee is defined as a referee who referees at least four games per season. If the member does not provide a certified referee to the Union, the member team will pay double the standard referee fees. This requirement will come into effect on February 1, 2002. All referee's society policies are outlined in the Referee's Society Supplement.

ARTICLE XII - AMENDMENTS

These Bylaws may be amended as set forth in the Constitution. The Secretary shall organize and update the bylaws as appropriate when amended, and published to the Members any changes within sixty days of such change.

(These are the Bylaws of the Great Plains Rugby Football Union as published on January 17, 2009)